You may have invoices that are paid outside Corpay One but that you still want approved and sent to your accounting system. In those cases it is a good idea to create a workflow that automatically processes these documents without making the payment.

Your Corpay One account can be set up to process documents that are paid through, for example, PBS, Leverandørservice or Betalingsservice. This is done with a workflow.

1. Create a new workflow

Go to Tools > Workflow in the side menu on the left, and click the Create new workflow button in the top right corner:

2. Start from scratch or use a template

Now choose whether you want to build the workflow from scratch or start from a template. In this guide we start from scratch:

3. Choose the workflow type

Next, choose whether you want to create a workflow for documents, for transactions imported from bank statements, or for emails sent to your company's Send & Scan address. In this guide we want to create a workflow for documents:

4. The workflow tool

The workflow tool now opens. This is where you set the workflow up:

5. Choose triggers and actions

Triggers.

Go to Document details > Select either vendor name or CVR number (Danish company registration number) as the trigger. Select 'is one of the following' and add the vendors you want.
1. To create this kind of workflow, it is important that you know which vendors are paid through Betalingsservice/PBS/Leverandørservice, since that is a trigger for the workflow to run.
Go to Document details > Keyword > Add keywords as the trigger. Select 'is one of the following' and add your keywords. These could be, for example, "PBS", "Leverandørservice", "Betalingsservice". If you add keywords as a trigger, it is important that the word appears on the documents this workflow should run on.
1. The Keyword trigger makes it possible to pay documents from those vendors through Corpay One when you need to, as long as the keywords do not appear on them. That gives you flexibility.

Here is an example of what the triggers can look like in the workflow:

Actions.

Add the approval order you want to your workflow. Select Approval > Require approval > Add the order in which you want the document to be approved.
1. It is often a better idea to add an approval flow instead, under Approval > Select an existing approval flow or create a new one. You can read about how to create an approval flow here.
Add Common actions > Mark as paid. This action makes sure the document is marked as paid after approval, and prevents the system from paying the document later on.
Your actions should now be in this order:
The workflow setting Mandatory workflow must be turned on for this kind of workflow. You do this under Settings > Mandatory workflow.

Optional actions in your workflow:
So that you can see when this workflow runs on a document, we recommend adding a custom message (Common actions > Custom message) that says, for example: Paid via PBS - marked as paid automatically after approval.
If you choose to add this action to your workflow, the action has to be at the top of the list of actions.
If you do not want these documents to create a payment entry in your accounting system, we recommend adding a disconnect of payment synchronization to your workflow. You can do this under Integrations and payment > Disable payment sync.
If you add this action to your workflow, the action has to come before the Mark as paid action.