Workflow Template
Credit Note Approval Workflow
Captures customer credit note requests, has finance validate the request and tax treatment, routes for approval based on value (team lead for small amounts, finance manager for large amounts), then issues the credit note and notifies the customer and requester on approval, or returns the request to the requester for correction or withdrawal on rejection.
Credit note requests often stall in inboxes, get approved without proper tax checks, or land on the wrong desk based on amount. This workflow captures each request, has finance validate the details and tax treatment, then routes it to a team lead or finance manager depending on value, before issuing the credit note and notifying the customer and requester. Finance teams and requesters run it directly inside assess.one, with no separate approval tools needed.
Business Outcomes
- Reduces delays in credit note issuance with clear, value-based approval routing
- Helps cut tax and validity errors by requiring finance review before approval
- Improves visibility into request status for requesters and approvers
- Supports faster customer communication once a credit note is approved
- Makes it easier to track rejected or corrected requests without losing records
Workflow Steps
Steps
- 1Create Credit Note Request Recordcreate record
Registers the submitted credit note request as a record.
- 2Set Status: Submittedupdate record
Marks the request as submitted.
- 3Finance Validity & Tax Reviewcreate task
Finance checks the request for validity and correct tax treatment.
- 4Set Status: Under Finance Reviewupdate record
Updates the record to reflect finance has completed its initial check.
- 5Route on Validity Check Outcome
Routes valid requests to approval; invalid requests are returned to the requester.
validity_check: "Invalid - Return to Requester"→Notify Requester: Invalid Requestvalidity_check: "Valid - Standard Tax"→Route by Credit Amountvalidity_check: "Valid - Adjusted Tax"→Route by Credit AmountDefault→Route by Credit Amount - 6Notify Requester: Invalid Requestsend email
Informs the requester the request failed validity/tax review and needs correction or withdrawal.
- 7Set Status: Rejectedupdate record
Marks the request as rejected due to invalid validity/tax check.
- 8Route by Credit Amount
Routes credits under the threshold to the team lead and larger credits to the finance manager.
credit_amount: "5000"→Set Status: Pending Manager ApprovalDefault→Set Status: Pending Team Lead Approval - 9Set Status: Pending Team Lead Approvalupdate record
Marks the request as awaiting team lead approval.
- 10Team Lead Approvalrequest approvalrequires approval
Finance team lead reviews and approves or rejects the credit request under the threshold.
- 11Route on Team Lead Approval Outcome
Routes based on the team lead's approval decision.
approval_status: "approved"→Issue Credit Noteapproval_status: "rejected"→Notify Requester: Request RejectedDefault→End - 12Set Status: Pending Manager Approvalupdate record
Marks the request as awaiting finance manager approval.
- 13Finance Manager Approvalrequest approvalrequires approval
Finance manager reviews and approves or rejects the larger credit request.
- 14Route on Manager Approval Outcome
Routes based on the finance manager's approval decision.
approval_status: "approved"→Issue Credit Noteapproval_status: "rejected"→Notify Requester: Request RejectedDefault→End - 15Issue Credit Noteupdate record
Generates the credit note number and records it against the request.
- 16Notify Customer: Credit Note Issuedsend email
Informs the customer that their credit note has been issued.
- 17Notify Requester: Credit Note Issuedsend email
Informs the requester the credit note has been approved and issued.
- 18Notify Requester: Request Rejectedsend email
Returns the rejected request to the requester with the reason, for correction or withdrawal.
- 19Set Status: Rejectedupdate record
Marks the request as rejected following approver decision.
Fields
- Customer Name*
- Requester Email*
- Customer Email*
- Original Invoice Number*
- Credit Amount*
- Reason for Credit*
- +5 more fields
Forms
Credit Note Request
7 fields
Data Views
Credit Note Requests
customer_name, original_invoice_number, credit_amount, request_status +1 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 credit note approval workflow?
Publish the template inside assess.one and it's live immediately. You can then adjust the approval value thresholds, notification templates, and reviewer roles to match your finance team's structure before the first request comes in.
How long does implementation take?
Publishing the template takes minutes, not weeks. Once it's live, your finance team and requesters can start submitting and approving credit note requests straight away, with no external setup or installation required.
Who needs access to this workflow?
Requesters need access to submit credit note requests, finance staff need access to validate tax treatment, and team leads or finance managers need access depending on the approval tier. You control who sees each step directly in assess.one's role settings.
Can I change the approval thresholds for team lead vs finance manager?
Yes. The routing logic that decides whether a request goes to a team lead or finance manager is based on credit amount, and you can adjust that threshold at any time inside assess.one without any development work.
What happens if finance flags a request as invalid?
If the finance validity and tax review step finds a problem, the request status changes to rejected and the requester is notified with the reason. They can then correct the details and resubmit or withdraw the request.
What happens after a credit note is approved?
Once approval clears the relevant tier, the workflow issues the credit note and automatically notifies both the customer and the original requester. This keeps everyone informed without manual follow-up emails.
Can I add extra approval steps for compliance reasons?
Yes, you can insert additional review or sign-off steps directly in assess.one if your compliance requirements call for extra checks. This is useful for high-value credit notes or regulated industries needing an added layer of oversight.
What notifications does the workflow send and when?
The workflow notifies requesters when a request is rejected for validity issues, notifies customers and requesters when a credit note is issued, and notifies requesters if the request is rejected at either approval stage. You can customise the wording and channels, including email or Slack, inside assess.one.
Can I track the status of a credit note request at any point?
Yes. The workflow updates status at each stage, including submitted, under finance review, pending team lead approval, pending manager approval, and rejected. This gives requesters and finance a clear view of where each request stands.
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