Digital approval processes with Flowers software

What is a digital approval process?

Approval processes often seem very simple in theory, but many companies often find it difficult to carry out approvals in practice.

“A digital approval process is a completely digitized process to obtain the necessary approvals to carry out an activity. ”

The aim of a digitized approval process is to gain time, reduce (often still paper-based) bureaucracy and simplify the process for process participants.

Examples of approval processes

• Invoice approval of incoming invoices
• Approval of purchase orders
• Approval of customer complaints
• Investment applications
• Approval of budgets, supplementary and special budgets
• Approval of access rights (e.g. IT systems, bank accounts, access to factory premises...)
• Parts lists 4/6 eye principle
• Formulation creation and modification
• Layout approvals
• Contracts of any kind (e.g. Work contracts, NDA/confidentiality, procurement...)
• Contract manufacturing and demarcation of responsibility agreements (LAV/VAV)
• Approval to purchase flowers

What does a perfect digital approval process include?

A perfect digital approval process is not only audit-proof and complete in terms of content, but is also optimized for efficiency and user-friendliness in everyday use. Documents are either digitally imported directly into the system or digitized once and then digitally processed in the process.

Responsible persons are automatically notified of the respective approval process steps and potential changes. After approval has been given, the entire process is properly archived and can be viewed quickly, completely and unchanged at any time.

The 7 principles of the digital approval process

• Clear, 100% digital approval process from A to Z. Transmit information and documents digitally
• Only authorized users may issue approvals
• Easy, quick handling
• Audit-proof archiving in accordance with GoBD
• CEO-friendliness: Approvals without time-consuming login
• NEW:”ZUGFeRD“as a new standard for automatic machine processing of documents
• Easy quick search: Search for input values, document names and document content

How does the digital approval process work in Flowers?

Flowers software is a cloud-based software solution for the simple, complete and secure execution of approval processes of all types. The process and responsibilities are defined only once and can then be started as often as you like with just a few clicks.

Responsible persons are automatically notified accordingly. Information and documents are further processed digitally and automatically versioned when changes are made.

Managing directors and department heads do not necessarily need an account to carry out the approval, which means that the acceptance of Flowers by managers is very high.

Let's take a look at how it all works in the following example.

Flowers using the example of a digital invoice receipt process

The digital invoice approval process is the most frequently used approval process in companies and also by our customers. Flowers supports companies with a fast, clear and secure approval process for incoming invoices.

Example process digital invoice receipt & approval process

1. Digitize receipt & import it into the system.

Simply directly via email automation in your inbox or directly from the scanner. Documents are automatically stored in Flowers during the process.

2. Substantive audit and accounting

The responsible person is automatically notified that a new invoice has been received. The receipt is immediately available and the invoice verification is completed in no time at all. It is also possible to transfer documents to third-party systems. (e.g. DATEV Unternehmen Online and more)

tip: Simply create any number of fields for cost centers, number ranges and other of your internal features in Flowers. For example, many of our customers would like to digitally reproduce the former “stamp”. It's easy in Flowers.

3. Approval from the client/specialist department

Without e-mail or manual work, the person issuing the invoice (client or head of the specialist department) is informed to check the invoice. Flowers uses an automatic reminder system to ensure that the invoice is delivered on time (subject to discounts, if applicable).

4. Management approval

This is followed by approval from one or more managing directors.
Of course, it is also possible to add further approval steps. In Flowers, you can create any number of approval steps with different approval depths.

tip: Management doesn't have to approve every invoice? Great! In Flowers, you can easily introduce one or more value limits, if they fall below, management approval is skipped.

5. Payment

If the invoice has been successfully approved, it can be paid. Here, too, the responsible persons will of course be informed.

6. Archiving

As soon as everything is completed, all input values, documents, time stamps (activity log) and approvals are archived holistically and in an audit-proof manner. It is possible to track who has entered and approved what, when, at any time.

Professional tip: Flowers can also map complex special cases (e.g. depreciation approvals, project affiliations, further calculations). Flowers is flexible enough to adapt to any of your internal special cases without additional programming effort!

How can I automate the approval process?

Once the data is digitally available in Flowers, it can be further processed fully automatically at any time. Flowers also has 2,500+ interfaces to third-party systems, which can be integrated with ease.

Example of automated document storage in the document management system:

If the invoice is still to be stored in the internal document management system (DMS) at the end of the process, Flowers can take over this (sometimes annoying task) fully automatically. Flowers can add all necessary tags (keywords that are linked to the document) to the document, as these values and data have already been entered during the process. Employees save themselves the hassle of duplication of work and the document is found securely and quickly when it is searched for.

How long does it take to set up Flowers?

A Flowers account is created in 60 seconds. With numerous templates such as “Invoice Receipt” or “Invoice Approval”, the example process described here can be started in 2 minutes. With any changes and adjustments to special internal cases, Flowers is ready for use within an hour and immediately helps with all approval processes. The system is intuitive to use — no briefing is required, even for people who are less tech-savvy, a 15-minute tutorial is usually sufficient.

What requirements are required?

Flowers is a cloud software solution. That means all you need is an Internet-enabled browser and a stable Internet connection. That is all!

Does Flowers comply with the “audit-proof archiving” set out in the GoBD?

First, the answer to the question: Yes, Flowers meets all requirements for audit-proof archiving in accordance with GoBD.

Here is a brief explanation of what exactly so-called “audit-proof archiving” actually is. Starfinder-dms summarized this wonderfully in a blog post:

“Audit-proof archiving basically means that the stored data is protected against subsequent changes and that there is no manipulation of the archive. At the same time, the information is archived in a comprehensible, discoverable, unalterable and tamper-proof manner. ”

Source: https://starfinder-dms.de/revisionssichere-archivierung/

You can find out more about this topic from colleagues at Starfinder-dms.de, who explain wonderfully and in detail what audit-proof archiving is.

Is there a DATEV company online integration?

Yes, Flowers uses DATEV Unternehmen Online's webmail upload function to transfer receipts fully automatically to DATEV Unternehmen Online. We are also working on a partnership with the DATEV marketplace, which will enable further functions. As soon as there is news about this, we will inform you on our blog and in the newsletter.

What digital approvals can Flowers be used for?

Flowers can be used for any approval process, regardless of the matter. It is not important how many approvals are required. Flowers is an asset for every approval.

What about data protection and security?

Flowers is a cloud-based software solution. We only use ISO:27001 certified servers from Germany. We host at Hetzner.

All our servers are powered by 100% green energy and are CO2 neutral.

All data and documents are 100% transmitted in encrypted form and stored in encrypted form. Auch Flowers employees have no access on your data.