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:
Review the bill's details
Approve the bill, moving it to the "Unpaid" tab
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.
Scheduled
Bills scheduled for payment appear in the "Scheduled" tab.
Key features:
- The Payment Status column shows the current status of the payment
- If a bill requires authorization, this must be completed from the Payments page
- Bills that you wish to reschedule the payment date for can be actioned here
- The Payment Details column includes the View button. Selecting View will open a summary of the payment in the Payments page, which includes:
- Bill amount and currency
- Scheduled payment date
Payee name
Payment method (ACH, EFT, or Wire)
Funding source
Memo
Payments page
Once a bill has been scheduled for payment, it is managed from the Payments page. This page shows scheduled bills that need authorization, are pending, or have been paid. For more details, see: Accounts Payable Payments Page Overview
The Payments page has four tabs:
- Needs Authorization
- Bills that require authorization of funds release will be actioned here
- Bills that you wish to reschedule the payment date for can be actioned here
- Pending
- Bills that are authorized and scheduled will appear in this tab
- No action is required to process payments from this tab
- You can unschedule or reschedule the payment date from here
- Complete
- Payments completed within the last 60 days will appear here
- All Payments
- Provides a comprehensive view of all payments
All Bills
The "All Bills" tab provides a comprehensive view of all bills, regardless of status.
Here, you can:
-
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.