Notify me if account departments upload their Tax Invoice

The email is now being sent to the accounts department, but for those who are seeing only the PI (Proforma Invoice), if they need to upload the Tax Invoice, there should be a way for them to upload it today.

Once they upload it, I should also receive a submission notification so I can review the uploaded invoice.

Hi abutalibsyed04,

Thanks for reaching out to Jotform Support. I understood what you're referring to when you said PI Invoice. But can you explain a bit more on what you meant by if they need to upload the Tax Invoice, there should be a way for them to upload it today? Where should the Tax Invoice come form, and where do you want them to upload the Tax Invoice to?

After we hear back from you, we’ll have a better idea of what’s going on and how to help.

Hi Eliza,

It’s simple.

1. After the form is submitted, a PI (Proforma Invoice) should go to the customer and also to our Accounts Department.

2. The Accounts Department will verify the payment.

3. Once the payment is confirmed, the Accounts Team will generate and upload the Tax Invoice.

4. As soon as the Tax Invoice is uploaded, it should be automatically sent to the customer.

We just want this process to work smoothly and automatically.

Thanks,

Abutalib

Hi abutalibsyed04,

Allow me some time to look into this and workout a solution. I'll get back to you as soon as I can.

Thanks for your patience, we appreciate it.

Hi abutalibsyed04,

Based on your workflow, you can achieve this by integrating an Approval Flow and Conditional Logic into your form. Have you started out working out your form? If so, you can share to us the form URL so we can take a look at it. We also made a small guide explaining the main aspects of Approval Builder that you might find helpful.

1. Create Your Approval Flow

Let me walk you through the 3 ways to do it:

Using Form Builder page to create an Approval Flow:

1. In Form Builder, click on the Downward Arrow icon next to Form Builder at the top left corner of the page, and click on Approvals.
2. This will automatically create an approval flow for your form and you can start adding the elements you want to your Approval.

Using Settings page to create an Approval Flow:

1. In Form Builder, click on Settings in the orange navigation bar at the top of the page. 
2. On the left side of the page, click on Approvals. Then, click on Create an Approval Flow. 

Using My Approvals page to create an Approval Flow:

1. On your My Approvals page, click on Create Approval at the top left corner of the page. 
2. Choose the type of approval you want to use and then click on it to go to Approval Builder. 

2. Connect Elements to an Approval

1. In Approvals, click on the Add Element menu on the left side of the page. 
2. Click on an element to add it to your approval flow. 
3. To connect them easily as an outcome of a decision, hover your mouse over the Approval Decision Email and click on the + button and drag and drop it onto your element.

3. Adding Logic Elements to Your Approvals

You can easily use these elements to eliminate or approve the submissions you receive to fasten the process. 

1. In Approval Builder, click on Add Element + menu on the left side of the screen. 
2. Then, under the Logic Elements tab, drag and drop the element you want to use between the other elements. 

3. Customize Approve or Deny Email

1. Hover your mouse over the email you want to customize and then click on the Letter icon. 
2. Under the Email tab, customize the email. Then, click on Save.

You may add a file attachment, so that your form filler will receive a certificate if their submission is approved by going to Settings>Advance.

4. Send Reminder Emails to Approvers

You can easily enable Reminder Emails for approvers to remind them to take action. Here’s how to do it:

1. In Approval Builder, click on one of your approver fields, and then click on the Gear icon to open Approve and Sign Properties.  
2. Under the Advanced tab, toggle Send Reminder Emails option to the On position.

5. Requiring log in to approve submissions:

To make sure the person who takes action is from your organization, you can enable the Require Login to Approve option. Here’s how to do it:

1. In Approval Builder, click on one of your approver fields, and then click on the Gear icon to open Approve and Sign Properties.  
2. Under the General tab, scroll down and enable or disable the Require Login For Approver option. 

6. You might also want to check out this detailed guide about How to Set up a Conditional Branch Element with Jotform Approvals. In your workflow, since you want the Tax Invoice to be uploaded after the payment is confirmed, you can initially hide the File Upload field until the payment is confirmed.

1. Add the Conditional Branch Element to your current approval flow.
2. Create the condition based on your specific field.
3. Once created, add the next step once the condition has been met.

Give it a try and let us know if you need any more help.