(Step 2) Configuring Invoice Auto-Approval
In step 2, you add the conditions under which ServiceChannel will sort the needed invoices and send them to auto-approve.
For example, only invoices under the following conditions will be approved:
- Invoices have at least 1 WO attachment.
- The agreed rate is less than the invoice rate.
- The minimum time difference between the Invoice time and WO check in/out time is less than 0.25 hrs (15 min).
You can set up the conditions in 2 ways:
- Set up conditions that will apply to all selected providers.
- Create multiple rules with conditions for different provider sets.
It is not necessary to select all checkboxes during the second step configuration. Select only those you need.
- Click + Add Condition.
- Select Include or Exclude from Auto-Approval invoices that meet the conditions you specify.
- Select the Has Approved Proposal checkbox for invoices required to have at least one proposal that was approved.
- Select the Has WO Attachment checkbox for invoices required to have at least one attachment.
Select the Include non-compliant hours in check in/out time checkbox for invoices with non-compliant check-in/out hours.
Enter the miles within which invoices will be included or excluded from auto-approval.
Select if a non-compliant invoice check-in/out should be >= or <= the miles you specified.
The compliance status depends on if technicians’ check-ins/outs are within the allowed radius that you configured in the Site Access Rules module.
- If you include this rule (Step 1 of this instruction), invoices with non-compliant check-in hours will be auto approved.
- If you exclude this rule (Step 2 of this instruction), invoices with non-compliant check-in hours will not be auto approved.
Contact your ServiceChannel manager to be able to view compliant and non-compliant check-in hours.
- Select the Has Provider Invoice checkbox for invoices required to have a digital copy of provider’s original invoice attached.
Configure conditions in the Rate Validation section. Learn more about the Rate Validation Section.
- You can select the Missing Check-in Entries from WO checkbox to include to or exclude from auto-approval invoices with no check-in records on the work order.
- Configure the Negotiated Price List setting.
Configure the Approved Work Order's Trade and Provider Rates setting.
- Select a Category and Trade or select All to capture all categories and/or trades.
In the Total Amount field, enter the maximum amount the invoice should be charged for auto-approval.
Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative.
For example, to auto-approve invoices for a maximum of USD 500, enter 500 in this field. Invoices for USD 500.01 and above will not be considered for approval.Click Save changes. A new condition has been added.
You can add as many conditions as needed but be cautious and double-check that the conditions do not contradict each other.
Add the provider(s) to include or exclude in the auto-approval process:
- Select All to include invoices from all providers in the auto-approval process.
- Select Only these to include specific providers.
You can also type the provider’s name for a faster search and selection. - Select All, with the exception of these to exclude specific providers.
You can also type the provider’s name for a faster search and selection.
About the Rate Validation Section
Rate validation ensures that the charges on invoices align with the agreed-upon prices. It helps prevent overcharging or billing discrepancies, allowing for effective cost control and expense management.
Contact your ServiceChannel manager to have the Rate Validation, Material Markup Validation, Time Mismatch Validation, and/or Negotiated Price List settings.
Labor Validation
The Labor Validation checks if the invoice rate matches the rates you agreed with a provider before. You can select Invoice Rate > Agreed Rate or Invoice Rate < Agreed Rate to include to or exclude from auto-approval those invoices which meet this configuration.
You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.
- The Invoice Rate is specified by your provider in the submitted invoice.
- The Agreed Rate is the rate you have agreed upon with the provider. For more information about agreed rates, read Taking Action on Proposed Rates.
- For example, you do not want to auto approve those invoices which labor rates specified by provider in the invoice are higher than the approved labor rates that you agreed on in your private network.
Material Markup Validation
The material markup validation checks if the invoice markup that a provider reported coincides with the agreed markup number specified in the agreed rates or negotiated price list.
Contact your ServiceChannel representative to enable the Material Markup Validation.
You can select Invoice Markup % > Agreed Markup % or Invoice Markup % < Agreed Markup % to include to or exclude from auto-approval those invoices which meet this configuration.
You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.
- The Invoice Markup % is specified by your provider in the submitted invoice.
- The Agreed Markup % is the rate you have agreed upon with the provider in the client rates or negotiated price lists.
Time Mismatch Validation
The Time Mismatch Validation checks whether the invoice time specified by a provider is more or less than the time captured by ServiceChannel on the work order. You can select Invoice Time > WO Check-In/Out Time or Invoice Time < WO Check-In/Out Time to include to or exclude from auto-approval those invoices which match this configuration.
You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.
- The Invoice Time is the labor time reported by your provider in the invoice.
- The WO Check-In/Out Time is the time captured by ServiceChannel, which a technician spent on site.
In the Time Difference field, you need to set the minimum time difference between the Invoice Time and the WO Check-In/Out Time.
The time you specify is the percentage of an hour, not the number of minutes. For example, when you want to set 15 minutes as the minimum time difference, enter 0.25 in the field.
Use Case
Around the check-in/out time, we have an interval +-0.25hrs where the setting “Invoice Time = WO Check in/out time” should work. If you want to approve an invoice with this setting, you need to exclude the left and right parts in the picture below by:
- Creating 2 conditions.
- Using the Include/Exclude options.
- Using the Invoice time less/greater WO check in/out time.
The left-range configuration example: 
The middle-range configuration example: 
The right-range configuration example:
Negotiated Price List
Contact your ServiceChannel representative to enable the Negotiated Price Lists.
The negotiated price list setting checks whether the agreed price specified on the invoice material and other line items is more or less than the negotiated price in the negotiated price list.
You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.
You can select Invoice Price > Agreed Price or Invoice Price < Agreed Price to include to or exclude from auto-approval those invoices which meet this configuration.
- For this configuration, the Invoice Price is the price reported by your provider in the invoice.
- The Agreed Price is the price specified in the Negotiated Price List.
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Approved Work Order's Trade and Provider Rates
Provider rates are the agreed-upon prices for labor charges. Your provider submits to you the rates specified by each trade they serve. You can find the current agreed rates in the Private Network.
You can select Approved rates exist to include/exclude invoices of the work orders where all rates exist for the selected providers and trades; or Approved Rates DO NOT exist to include/exclude invoices of the work orders where at least one rate does not exist for the selected providers and trades.
You can require your providers to propose labor rates for trades they serve. If there is a mismatch between the agreed rates and actual labor charges, you and your providers will see it. For more information about rates validation, read About Invoiced Rates Validation.
