TriFact365 is a powerful tool for digital invoice and document processing. This software for managers offers it not only time-saving but also the ability to streamline work processes efficiently. Here are some practical tips to get the most out of TriFact365 by setting up workflows per employee in your department.
Analyse the Division of Work in your Department
Before you start setting up workflows, it is important to clearly identify the responsibilities and tasks of each team member. Ask yourself questions such as:
- Who processes which invoices?
- Which team members have specific competences or expertise?
- How much time does each team member take to review or approve documents?
A clear picture of the division of labour will help you set up targeted workflows.
Work with User Roles and Permissions
TriFact365 makes it possible to assign different roles and rights to users. This ensures clear responsibilities and prevents employees from accessing sensitive information not intended for them.
- Assigning roles: Make sure the right employees have access to the functions they need. Think ‘enterers’ for data entry and ‘checkers’ for invoice approval.
- Automatic assignment: use the options to assign certain invoices to specific employees, e.g. by supplier, department or amount.
Set up step-by-step workflows
TriFact365 offers the ability to set up workflows to suit your department’s processes. Here are some tips:
- Per employee: Create a workflow for employees based on their responsibilities. For example, employee A processes incoming invoices up to €1,000, while employee B focuses on larger amounts.
- Control and approval: Work with an approval flow where invoices are only processed further after a check by a supervisor or manager.
Use the overviews for Monitoring
TriFact365’s screens offer insight into the status of all invoices and workflows. This helps you identify bottlenecks and intervene where necessary:
- Check that employees complete their tasks on time.
- Analyse which workflows need improvement.
- Keep an eye on the turnaround time of invoices.
With these insights, you can make your department even more efficient.
Evaluate and Optimise Regularly
The needs of your department may change. Therefore, schedule regular reviews to see if the workflows still match reality. Gather feedback from your team and adjust settings where necessary.
TriFact365 can add tremendous value for managers looking to increase efficiency and structure in their departments. By cleverly setting up workflows per employee, leveraging automation and evaluating regularly, you will get the most out of this tool. Invest time in proper implementation and see how your department can work faster, more efficiently and with more fun.
