Payment Workflow Automation Flowchart

Stage 1: Payment Request Form

Initial submission by employees

Data Collected:

• Requestor details (Name, Email, Department, Location)

• Payment details (Amount, Purpose, Party Name, Due Date)

• Supporting docs (Invoice, Receipt, Bank A/c)

• Additional info (Reff No, Bill Approved By, Material/Service Received)

AUTO: Email Notification

Sent to: Requestor & Designated Approver

Only automated email in the system

Stage 2: Payment Request Approval

First-level approval by designated approver

Manual Entry on Google Sheet:

• Approval Status (Dropdown)

• Approved By (Text)

• Approval Amount (Number)

• Remark (Text)

⚠️ No automation - Manual entry by approver

Stage 3: MD Payment Approval

Final approval by senior management/finance head

Manual Entry on Google Sheet:

• Approval Status (Dropdown)

• Remark (Text)

⚠️ No automation - Manual entry by master approver

Stage 4: Payment Status Update

Accounting team updates payment execution

Via Google Form:

• Plan Date For Payment (Auto-link)

• Payment Mode & Status

• UTR/Reference Number

• Date & Remarks

Stage 5: Billing Status

Upload and track billing documents

Via Google Form:

• Upload Bills (Auto-link)

• Invoice Number & Date

• Bills & Remarks

Stage 6: Accounting Status

Final accounting completion tracking

Manual Entry on Google Sheet:

• Is Accounting Done (Checkbox)

• Accounting Ledger (Dropdown)

Process Complete

Payment workflow finished

Legend

Form Submission

First Approval

Master Approval

Payment Update

Billing Upload

Accounting Complete

Note: Only Stage 1 triggers automated email notifications. All other stages require manual data entry.