Invoice-to-Pay Workflow Overview

Audience: Accounting Manager

Summary: This article provides an overview of the Invoice‑to‑Pay workflow in MineralTree and outlines the responsibilities of each user role.

Overview

The Invoice to Pay workflow in MineralTree uses automation to move an invoice from initial Invoice Creation to final Payment Approval. Invoices are received through several methods, entered into the system, and routed to the appropriate users for review and approvals. After approval, invoices move to Payment Authorizers for fast, low‑effort payment release. Once payments are released, MineralTree syncs all payment details back to the ERP to keep records accurate.

Invoice Creation

Please refer to the Invoice Creation page for more information.

1. MineralTree begins by receiving invoices via any of the following methods:

• emailing a document to your MineralTree document inbox email address*
• uploading a document to your MineralTree document inbox*
• manually creating a draft invoice without a document via the MineralTree document inbox**
• syncing a posted invoice from your ERP into the MineralTree application**

* This method has a document in MineralTree and is therefore eligible for Capture. 

** This method will not have a document and is therefore not eligible for Capture.

2. Next, MineralTree queues documents for Automated Data Capture, where they will be scanned using OCR and Human Review to extract data from the document.
3. After Capture, MineralTree creates the invoice in Draft (unposted) status where it only exists in MineralTree Invoice tab.

Invoice Review

Please refer to the Invoice Review page for more information.

1. Accounting Managers review invoice data and default coding pre-populated during the Capture process.

Accounting Managers can bypass this initial review step by:

• designing Invoice Approval rules in the Company Profile and enabling Invoice Approval routing before Accounting Manager review and save
• enabling “boomerang,” where if a document is emailed/sent into the MineralTree document inbox and MineralTree creates the invoice via Capture, MineralTree automatically routes the invoice back to the document sender

Please contact MineralTree Support to enable either of these bypass features.

2. Accounting Managers route invoices to Invoice Approvers (if applicable).
3. Using MineralTree’s bidirectional sync, invoices can be edited in either MineralTree or your ERP up until they are in a paid or partially paid status.

Invoice Approval

Please refer to the Invoice Approval page for more information.

1. Invoice Approvers review invoices and can either approve or reject invoices.

Invoice Approvers can be given Review Only or Create/Edit rights.

Invoice Approvers can be given access to approve or reject invoices from their email (no login required), or Invoice Approvers can be required to login to the MineralTree platform.

No login required: Invoice Approvers will be redirected via email link to a webpage where they can see that particular invoice’s Invoice Notes, Invoice Approvers, and Invoice Document (if attached).

Invoice Approvers are always given the option to login to the MineralTree platform to view a comprehensive list of all invoices to which they are assigned, as well as their approval history with invoice status.

Login required: In order to create/edit coding on an invoice, Invoice Approvers are always required to login to the MineralTree platform. Upon Approving or Rejecting from either the unlogged-in webpage or logged-in MineralTree platform, Invoice Approvers can leave Invoice Notes visible to Invoice Approvers assigned on the invoice, all Accounting Managers, and Payment Authorizers once the invoice is submitted for payment.

2. Invoice Approval status can be viewed on the Accounting Manager’s Invoices tab.

Post & Submit

Please see the Invoice Management page and Payments page for more information.

1. Accounting Managers can turn on Auto-Posting of fully approved invoices or manually post an invoice any time.
2. Once posted, invoices can be queued for payment.

Please see Invoice Approval Required for Payment (if applicable)

3. When queueing a payment run, Accounting Managers can:

• select a future payment date or "Net Set" to issue payment upon Payment Authorization
• review the default Pay From bank account and default Payment Method or select from the allowable bank accounts and payment methods.  
• leave notes visible to Payment Authorizers upon payment review

4. If a Payment Approval workflow is required, payment runs queued by the Accounting Manager will be sent to Payment Authorizers for approval and release of funds. If a Payment Approval workflow is not required, payment will be released by the Accounting Manager upon clicking "Submit Payment". 

Payment Approval

Please see Invoice Management page and Payments page for more information.

1. Payment Authorizers login to the MineralTree platform to review and approve, hold or reject payments.

• MineralTree supports Dual and Dual-Sequential payment approval workflows which can be configured by your MineralTree Administrator.
• MineralTree Please contact MineralTree Support or MineralTree Invoice Approval status can be viewed on the Accounting Manager's Invoices tab.  
• Payment Authorizers can view bank account balances and modify payment dates accordingly to manage cash flow.
• Payment Authorizers can reject payments back to the Accounting Manager with the ability to leave notes.
• At any time, Accounting Managers can see status of payments submitted for approval, recall payments not yet approved, and recall payments in scheduled status (not yet released).

2. When a payment is fully approved based on the required workflow, MineralTree runs payment tasks to release funds via the Payment Type selected. 
3. Payment Remittances will automatically be emailed to any remittance email addresses on the vendor’s profile upon full approval and release of payment in MineralTree.
4. Check images will be available under Search > Payments the next business day after check payment is released.
5. MineralTree automatically syncs payment information, including check/ACH/SilverPay number, to your ERP and marks invoices as paid or partially paid.