Workflow forms: real-life examples

Workflow forms are highly flexible. Here are just some examples of how this functionality could benefit your business:

Change or edit records

Workflow forms are flexible and can be used to smooth the creation or update of information held in the core system. For example, non-finance staff may need to enter/change a new supplier or request a project code. A workflow form enables the relevant information to be accurately captured, routed to the accounts department for authorisation and for the record to be automatically created or edited.

Approval of credit card expenses

You can attach any electronic document/s to a workflow form, increasing visibility of information and speeding up your approval procedures.For example, when processing expenses, your purchase ledger clerk can send individuals a workflow form with a digital attachment of their business credit card statement. Staff simply check the amounts and submit the form for approval by a manager. Once approved, the form posts expense journals into the nominal ledger breaking out VAT and differentiating re-chargeable expenses from subsistence.

Approval of budgets

Ensure budgets have full visibility prior to sign-off without needing to track multiple spreadsheet revisions. Budget templates can be easily distributed to a wide range of staff and entries reviewed and approved before updating the departmental or project budget.

Controlled data submissions

Workflow forms can be used to control timely and manageable data submission - both inside and outside your company. For example, you can create a form to capture specific timesheet information from your sub-contractors, designed so that time and expenses are analysed over the headings you require. Having approved the content, the system can automate entries direct to the sub-contractors ledger (see CIS) and payment.

Better people management

Forms can be used in a HR context to create a smooth dialogue between managers and staff. During preparation for an appraisal for example, a manager could send a form requesting an update on specific topics or projects. The remainder of the form might be finished during the review, circulated to both parties on completion and forwarded to a divisional manager for reference. The entire dialogue is saved in the central system and attached to the HR record of the person reviewed.

Capture of KPI information

Workflow forms can be used to capture any non-financial information that you like and this data added to any record for analysis (e.g. via your dashboard). The way in which data is entered and validated with the system can be tuned to any special requirement you may have.

See also:

• Project management & costing > expense management
• Project management & costing > budgetary controls & milestones
• Management reporting > KPIs