Welcome to BatchFlow. Below, you’ll find a step-by-step guide on how to log in to BatchFlow, get your first invoices approved, and find them later.

Open the invitation and create a user account

1. You’ve received an email from noreply@app.batchflow.io; open the invitation:

   

   Here, enter your full name, phone number (optional), and the language you’d like to use for BatchFlow. Then, enter your password

   

   Finally, you’ll be prompted to set up two-factor authentication for extra security. You can skip this step unless your organization has made it mandatory.

   

View your documents

The first time you log in, you probably won’t have any invoices to approve yet. If you’re logged in when a document is assigned to you, you’ll see a pop-up; otherwise, you’ll automatically receive an email every morning if you have documents to approve.

By default, you’ll see three widgets at the top that display your own relevant documents.

My Inbox

This section displays all the invoices that have been assigned to you and need to be processed. In the list, you can see the most important information on the documents, any notes, and who approved a document before you.

You can view a specific document by clicking on “Se.”

Or simply start from the top by clicking “Gennemgå dokumenter.”

Processing Documents

When you’re on the document details page, you’ll see the main data on the left, the document on the right, and the journal entries at the bottom.

Comments

You can view others’ comments and add your own by clicking here at the top.

Attachments

You can view attachments and add your own by clicking here.

Posting

If your accounting department has instructed you to post entries, you can find more information at here.

Approve

If everything looks OK, simply click “Godkend” on the document.

You may receive a validation error or warning if something is not correct. In this case, you should address the warning or correct the error. Alternatively, you can reject the document.

Reject

If you do not wish to or cannot approve the document, you can click “Afvis.”

You’ll then need to provide a description of why you’re rejecting the document. It’s important to write something useful so your accounting department knows how to handle the document afterward.

Put on Hold

If you cannot approve the document right now but also do not want to be reminded about it, you can put the document on hold. This moves the document to the “På hold”widget.

Here, you must select a reason and provide additional information explaining why you’re putting the document on hold. You can later return the document to your inbox when it’s ready to be processed.

Edit "flow"

As an alternative to rejecting a document, you can (if enabled in your company) send the document to an additional approver. For example, you might want a colleague to approve the document because it’s a consolidated invoice, or you simply want a second pair of eyes on it.

On Hold

This "widget" shows all the documents you have placed on hold. Here, you can view the reason and return them to your inbox.

Note that the accounting department may also return them to your inbox.

Archive

Here you can view all the documents that have been assigned to you. If you want to view a document that you yourself have approved or rejected, you can always search for it here.

Good to Know

Below, you’ll find some extra tips to help you work smarter or faster in BatchFlow.

Shortcuts

BatchFlow There are plenty of shortcuts for jumping between documents, approving items, opening accounts, and more.

You can find them all at here or, for those relevant to the active window, at tastaturet in the top-right corner.

Out of Office

If you’re going on vacation, you can set yourself to “out of office” so that all documents are automatically assigned to a substitute while you’re away. Your documents will still appear in your own inbox if you happen to log in during your vacation, as well as in your personal archive when your substitute approves something that was originally intended for you. Please note that the accounting department can set and remove your “out of office” status, as well as change your substitute.

See how at here.