Create Seamless Office 365 Invoice Templates for Purchasing with airSlate SignNow

Office 365 invoice template for Purchasing

so looking at here is just a simple document library in the Accounts Payable site we've added some metadata to the actual library so that we can set some specific properties for each particular invoice so what we're doing here is we're just uploading an invoice manually into the library and then what we're going to do is just set some metadata for that particular invoice so using the information panel that flies out on the right-hand side we can set the invoice number we can set the due date and we can also set set the the invoice amount as well now I've added another column there that we can associate each invoice to a particular business unit so that can come in handy before looking to automate some approval processes later down the track now based on that that metadata we can do some pretty interesting stuff with with the views of this library so using the filters pane what we can do is use and select different values that we've set in this case in the status column so we can say right show me all the submitted invoices or show me all the invoices that are approved to pay or just show me all the invoices that have actually been paid and we can also use the business unit column there as well to filter out invoices for a specific business unit in addition to the filtering we can also use the the group by functionality as well based on our own particular columns to give us a nice-looking view of that library what we're gonna have a look at here is set some reminders based on the due date of invoices so what I'm going to set here is is I want to be notified of invoices that are due within 14 days so I've selected flow I've selected to set a reminder and here I'm just going to set set the reminder to be 14 days in advance of that particular due date so what that's going to mean is I'm going to get an email notification 14 days prior to any invoice that is gieux so previously we looked at how a user can set their own notifications via Microsoft flow now with this example I've created a global flow on this library so that every time a an invoice is added to the library it's going to send an email notification in this case to Alex who is responsible for managing the the invoices in this library so you can note it and see here that Alex has received an email notification because an invoice has been added to the library it's got a direct link to the actual invoice itself so he can click the link in the in the email it's going to open up that document straightaway for him and the house has been notified that there's a new invoice in the library what it could now do is send this invoice for approval so using the out-of-the-box request sign-off flow Alice Alex can now send an approval process to the relevant person so you can see here is talked in the name of the approver he is now adding a personal message for the approver and it's going to run the flow that then will send an email notification to that user that there's a new invoice awaiting their approval you'll also notice that there's a new column added to the library now stating the status of the sign-off the approver now gets an email notification stating that there's an invoice awaiting approval and directly from the email we've got a couple of nice little features here so we're gonna open the invoice directly from an email and it opens up in the browser and then also after we reviewed that we can actually approve the invoice directly from the email without having to change context so afterwards approve that it's going to change the status of that invoice now to approved so if we jump back into the the invoices library here you can see it's changed from pending to approved thanks for watching everyone hopefully that's given you an insight into how you can take back control of your documents in some way in this specific case we were looking at invoices but I'm sure you can see that there's the potential to apply this type of thing across different areas of your business in upcoming episodes I'm going to be sharing other examples that you can potentially implement across different areas of your organization not only to improve the productivity but ultimately save you time and give you some time back during your your work day thanks again and I'll see you next time [Music]