BPMN template: Invoice approval (accounts payable)
From receipt to payment: the department confirms the goods or service, accounts payable checks the figures, and amounts above a threshold need sign-off.
What this diagram is for
Shows the four-eyes principle and the approval threshold at a glance, useful for auditors, tax advisers or new team members in accounting.
Roles (lanes and pools)
- Accounts payable: records, resolves discrepancies, pays.
- Department: confirms the goods or service arrived as ordered.
- Management: approves larger amounts.
Decisions and events
- Correct? Discrepancies go back to the supplier.
- Over 5,000? Only then is an extra approval needed; adjust the threshold in the gateway name to your own policy.
All elements
| Element | Type | Role | Next |
|---|---|---|---|
| Invoice received | Start event (message) | Accounts payable | → Record invoice |
| Record invoice | Task | Accounts payable | → Confirm goods received |
| Confirm goods received | User task | Department | → Correct? |
| Correct? | Exclusive gateway | Department | → Over 5,000? [Yes] → Resolve with supplier [No] |
| Resolve with supplier | Send task | Accounts payable | → Invoice disputed |
| Over 5,000? | Exclusive gateway | Accounts payable | → Approve payment [Yes] → Exclusive gateway [No] |
| Approve payment | User task | Management | → Exclusive gateway |
| (merge) | Exclusive gateway | Accounts payable | → Execute payment |
| Execute payment | Service task | Accounts payable | → Paid |
| Paid | End event | Accounts payable | – |
| Invoice disputed | End event | Accounts payable | – |
Rebuild it in AIxFlow
Free: tap the start event, add the 11 elements one after another with ＋, add the roles as lanes, then tap “Arrange automatically” – AIxFlow does the rest.
Faster with Pro: describe the process in your own words or take a photo of a sketch, and the AI builds the diagram. Exporting a BPMN 2.0 file (for Camunda, bpmn.io, Signavio) is Pro as well.
BPMN modeling on iPad and Mac. Free for up to three diagrams.
Can I download the templates as .bpmn files?
No, this page is view-only. Rebuilding them in AIxFlow is free; exporting a .bpmn file is part of Pro.