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Setting up Confirmation

Create and set up confirmation schedules

Written By Tess Hoogeboom

Last updated 4 months ago

Before you begin:

  1. Add the right Confirmation to the User(s) who need to confirm invoices.

  2. Ensure that the User(s) has/have been assigned to the relevant administration(s) (more information).

  1. Go to Settings (Cogwheel) → Administrations, check the Confirmation box for the administration(s) for which a scheme is being set up, and click Save.

  2. Go to Settings (Cogwheel) → Confirmation schedules and then click Add.

  3. Give the Confirmation schedule a recognisable description.

Set up the workflow

Next, you need to set up the workflow. This consists of one or more phases, each containing one or more Users who will approve the documents. The document to be approved first goes through Phase 1. Once this is complete, the document proceeds to Phase 2, and so on. A scheme can contain up to 5 phases.

  1. Click the button with the plus sign. Stage 1 becomes available.

  2. Select a User in Stage 1.

  3. If necessary, add another User using the Plus button. You can add up to 10 users to a single stage.

  4. If you add more than one User to a stage, an additional setting becomes available:

    • All users: All users in this stage must approve the document.

    • One user: One of the users in this stage must approve the document.

  5. Click Add Stage to add a new stage, up to a maximum of 5 stages can be added.

  6. Click Remove Stage to remove a stage from the workflow.

Workflow in TriFact365 for Confirmation. Stage one includes two different users,, with the shown settings approval of all users is mandatory. Stage 2 contains a single user.

Set up administration

Finally, you determine which administration(s) the confirmation schedule should apply to. You can choose:

  • All administrations: The confirmation schedule can be used for all administrations that have enabled Confirmation.

  • Selected administrations: The confirmation schedule can be used for a selection of administrations that have enabled Confirmation. You can select these by moving them from ‘Available administrations’ to ‘Selected administrations’.

Frequently Asked Questions

Authorisation takes place before the invoice is checked. During autorisation, you approve or reject the invoice after it enters the TriFact365 workflow.

Confirmation takes place after the invoice has been checked. During confirmation, you approve or reject the final journal entry proposal for the invoice. After approval, the journal entry is sent to the accounting software.

Documents can be approved via both the portal and the mobile app. Read more at here.

You can set up notifications in the portal at email reminders. You’ll then receive an email when documents are ready for you. In the mobile app, you can enable push notifications under settings.

Related articles

Confirmation of documents

Set up email reminders

Tips for setting up a confirmation schedule

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