Each bill in Float moves through a clear workflow, from uploading to paying your invoices. Understanding these stages helps ensure timely approvals and payments.
Follow a bill through each stage of the workflow:
Drafts
All newly uploaded, imported or forwarded bills appear in the "Drafts" tab.
In this stage, you can:
- Upload, email forward, or import bills
- Review and edit bill details (vendor, GL Codes, tax codes, etc.)
- Select or change the Approval Policy
- Set or change the funding source
- Submit the bill for approval, moving it to the "Approvals" tab
Approvals
Bills in the "Approvals" tab are awaiting action from assigned approvers.
Approvers can:
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Review the bill's details
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Approve the bill, moving it to the "Unpaid" tab
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Decline the bill, sending it back to "Drafts" for revisions
Notifications are sent via email or Slack to prompt timely approvals.
Unpaid
Approved bills appear in the "Unpaid" tab, ready for payment scheduling.
Administrators, AP Clerks, and Bookkeepers can:
- Add the vendor's payment details
- Schedule a payment date for an individual bill or in batches for multiple bills
- Mark a bill as paid, moving it to the "All Bills" tab
Once a payment date is set, the bill moves to the "Payments" tab.
Payments
The "Payments" tab displays bills that are scheduled or have been paid.
Key features:
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Bills are grouped by payment date
- Shows bills that are paid, scheduled to be paid or require authorization of funds release for the payment
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An Administrator will need to authorize funds release before the scheduled payment date
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Float withdraws the total amount for all bills in a batch as a single transaction from your funding source
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Each bill is then paid to the vendor in a separate transaction
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All Bills
The "All Bills" tab provides a comprehensive view of all bills, regardless of status.
Here, you can:
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Filter and search for specific bills by:
- Date
- Created by
- Bill Currency
- Vendor
- Bill Source
- Bill Status
- Download CSV reports
This section is useful for audits and tracking historical payments.