Workflow Template
Cash Application Workflow
Lets an AR clerk record an incoming payment and match it to customer invoices. A full match is posted and closed, a partial match posts the matched portion and creates a task to follow up the balance with the customer, and an unmatched payment triggers an investigation task plus finance approval before being posted on account. The clerk is notified once the payment is posted and the item is closed.
AR clerks lose hours chasing partial payments and unmatched cash, and finance teams lack visibility into what's stuck waiting for approval. This workflow lets a clerk record an incoming payment, automatically routes it based on match outcome, and handles full matches, partial matches with follow-up tasks, and unmatched payments requiring investigation and finance approval. AR clerks run the day-to-day process, with finance stepping in only when approval is needed.
Business Outcomes
- Helps reduce time spent manually matching payments to invoices
- Supports faster follow-up on partial payments with automatic task assignment
- Improves visibility into unmatched payments awaiting investigation or approval
- Reduces back-and-forth between AR clerks and finance on approval status
- Helps close the loop faster with automatic clerk notification once posted
Workflow Steps
Steps
- 1Create Cash Payment Recordcreate record
Registers the incoming payment as a record for matching and tracking.
- 2Set Status to Openupdate record
Marks the new payment record as open pending matching.
- 3Attempt to Match Payment to Invoicescreate task
Clerk attempts to match the payment against the referenced invoices and records the outcome.
- 4Persist Match Outcomeupdate record
Saves the clerk's match outcome and related details to the payment record.
- 5Route on Match Outcome
Branches handling based on whether the payment was fully matched, partially matched, or unmatched.
match_outcome: "Fully Matched"→Post and Close Fully Matched Paymentmatch_outcome: "Partially Matched"→Post Partial Match Amountmatch_outcome: "Unmatched"→Assign Investigation TaskDefault→End - 6Post and Close Fully Matched Paymentupdate record
Posts the fully matched payment and marks the record as posted and closed.
- 7Post Partial Match Amountupdate record
Posts the matched portion of the payment against the identified invoices.
- 8Assign Balance Follow-up Taskcreate task
Creates a task for the clerk to follow up with the customer regarding the unmatched balance.
- 9Assign Investigation Taskcreate task
Creates a task for the clerk to investigate the unmatched payment before it can be posted.
- 10Set Status to Pending Finance Approvalupdate record
Marks the unmatched payment as awaiting finance approval before posting on account.
- 11Request Finance Approvalrequest approval
Requests finance approval to post the unmatched payment on account.
- 12Route on Finance Approval Outcome
Routes based on whether finance approved posting the unmatched payment on account.
approval_status: "approved"→Post Unmatched Payment On Accountapproval_status: "rejected"→Decline Posting Unmatched PaymentDefault→End - 13Post Unmatched Payment On Accountupdate record
Posts the approved unmatched payment to the customer's account and closes the item.
- 14Decline Posting Unmatched Paymentupdate record
Marks the unmatched payment as declined since finance did not approve posting it on account.
- 15Notify Clerk Payment Posted and Closedsend email
Sends a notification to the clerk confirming the payment has been posted and the item closed.
- 16Notify Clerk - Partial Payment Follow-upsend email
Confirms to the clerk that the partial payment has been posted and a follow-up task created for the remaining balance.
Fields
- Customer Name*
- Clerk Email*
- Payment Amount*
- Payment Date*
- Invoice Numbers Referenced*
- Remittance Advice (optional)
- +6 more fields
Forms
Cash Application - Record Incoming Payment
7 fields
Data Views
Cash Payments
cash_payment_ref, customer_name, payment_amount, payment_date +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
How do I set up this workflow for my AR team?
Publish the Cash Application Workflow template in assess.one and it's live immediately. You can then customise the steps, roles, and notification settings to match how your AR and finance teams already work before your clerks start using it.
How long does implementation take?
Publishing the template takes minutes, not weeks. There's no software to install or IT project to run — once it's published, your team can start recording payments and running the process right away.
Who needs access to this workflow?
AR clerks need access to create and manage cash payment records and respond to follow-up or investigation tasks. Finance approvers need access to review and approve or decline unmatched payments before they're posted on account.
Can I customise the matching logic or approval rules?
Yes. You can adjust how match outcomes are routed, who gets assigned follow-up or investigation tasks, and who needs to approve unmatched payments directly inside assess.one. No developer work is required to change these rules.
What happens when a payment only partially matches an invoice?
The workflow posts the matched portion straight away and automatically creates a follow-up task for the remaining balance. This keeps the AR clerk on top of outstanding amounts without needing to track them separately.
What happens when a payment can't be matched at all?
The workflow assigns an investigation task and sets the payment to pending finance approval. Finance can then approve the payment to be posted on account or decline it, and the outcome routes automatically from there.
Does the clerk get notified when a payment is closed?
Yes. Once a payment is posted and the item is closed, whether through a full match or an approved unmatched posting, the clerk is notified automatically inside assess.one.
Can this workflow support finance approval requirements?
The workflow is designed to route unmatched payments through a finance approval step before posting, which supports better internal control over cash application. You can configure who the designated approver is and adjust the approval logic to fit your team's requirements.
Do I need separate software to run this alongside our accounting system?
No. The workflow runs entirely inside assess.one — you don't need to install anything separately. If you use email or Slack for notifications, those integrations are configured within assess.one rather than through external development work.
Ready to use this workflow?
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