Skip to main content

Set up a cost object workflow for invoices

Build a custom workflow to approve invoices based on their cost objects.

Written by Yokoy Team

🌐 Web | 👤 Yokoy admin with Workflow Designer permissions

💡 Tip

This workflow is available as a template for Professional and Enterprise plans.

In a cost object workflow, an invoice is processed by assigning the owners of the cost objects included on the invoice at line item level as approvers and then completing the approval flow logic.

It uses Assign all cost object approvers and Cost object approval nodes. The first node assigns the cost object owner(s) for the invoice document, while the second one deals with escalations/completes the full approval flow logic. Both of these nodes must be used in combination to create a cost object approval flow.

You can also use this approval workflow with other approval flows.

Configuring a cost object workflow

To configure a cost object approval workflow:

Step

Node(s) to use

Options required

1a

New (status)

Submit action

1b

Draft (status)

Submit action

2

Assign all cost object approvers (activity)

  • Require approvers: Select whether you want to force at least one approver for cost object. If no approvers are set, then Yokoy stops the flow.
    If you don’t select this checkbox and there is no approver set for the cost object, Yokoy moves the document to the next step in the flow.

3

Cost object approval (approval)

  • Check limit: Select if you want to escalate to parent cost objects if the approval thresholds are met.

  • Use net amount: Select if you want Yokoy to use net amounts instead of gross amounts (default behavior) when determining whether it meets the cost object approval threshold.

  • Check for independence: Select this if you want the approver to not be the same as the cost object owner. This is recommended if you want to implement the Four Eyes Principle.

4a

Needs revision (status)

Send back action

4b

Draft (status)

Recall action

4c

In review (status)

No action

✏️ Note
Nodes and actions to use after the approval node will depend on the specific scenario. The list given as an example is non-exhaustive.
Remember to always connect an approval node to Need revision, Draft, Reject, and In review statuses.

In the end, the workflow looks like this:

💡Tip
Upload the workflow example in the Workflow Designer to view how these nodes have been configured.

Attachment icon
Invoice_CostObject_Workflow.json
Did this answer your question?