April 17th, 2025 – Release Notes

1. Enable Vendors to Confirm / Deny Invoices Generated on Their Behalf

We are excited to introduce an enhancement to the Vendor Payable workflow, allowing invoices you generate on a Vendor's behalf to be reviewed by the Vendor to 'Confirm' or 'Deny' accuracy. 

We have introduced a new Payable Invoice status called 'Send to Review'. When an invoice set to 'Send to Review', an email will be send to the Vendor containing a link to Confirm / Deny the Invoice.

Here are some key details on how the Vendor Confirm/Deny Payable Invoice flow works...

• This feature is turned on/off via a Company Settings from Vendors >> Invoices >> Enable Vendors to Confirm / Deny Invoices.
• When a Vendor Denies an Invoice accuracy, they can be prompted to populate a 'Denial Form'. Your Denial Form can be configured via a Company Setting from Vendors >> Invoices >> Vendor Invoice Denial Form.
• Confirmation / Denial data will be available to review from the Invoice's 'Activity' feed. An email will also be sent when a Vendor Denies your Invoice.

2. Introduction of 'Draft' Payable Vendor Invoices

You will now be able to save a Vendor Payable Invoice as Draft. When in 'Draft', the Invoice will be visible to your team, but will not be available for the Vendor to review. Your Vendor will not receive an email notifying them of the Invoice until it is updated from a 'Draft' status.

3. Introduction of 'Generate Invoice' Action Filters on Work Orders and Trips

From the Work Order and Trips lists in the New 2.0 view, we will be introducing 3 new action filters to simplify the generation of Invoices. The action filters will operate in relation to your existing Company Settings (ex. allowing Invoice generation for Unverified Trips) and Work Order Settings (ex. allow Client / Vendor Invoice generation for any billable trip or upon Work Order completion). 

Here are some key details on how the Generate Invoice Action Filters work...

• Generate Invoices – Work Order has both Payable and Receivable available to generate.
• Generate Payables – Work Order has Payable available to generate.
• Generate Receivables – Work Order has Receivable available to generate.

4. Generate Invoices in Bulk and/or Batch from the Work Order List 

We're excited to announce a new workflow to generate Payable and Receivable Invoices, in Bulk and/or Batch, from the Work Order and Trip Lists. This release marks the first in a series of improvements to the Invoice Generation process within UtilizeCore. This functionality is only available in the new view. (Need access? Request here.)

Here are some key details on how to Generate Invoices in Bulk and/or Batch from the Work Order List ...

• Invoices can be generated in Bulk only when using one of the new Generate Invoice action filters.
• A User's Role permissions will determine their ability to Generate Invoices. 
• Invoices can be generated in the foreground or background...
  • Foreground – Users will be brought into a wizard, displaying each invoice sequentially, starting with Payables then Receivables. Users can decide if they'd like to save each invoice as a Draft, Received, Sent to Review, Approved, and more.
  • Background – Once confirming the number of Invoices expected to be generated, Users will receive a 'Background Task ID' to monitor generation progress. Once complete, Users can link directly to newly generated Payables / Receivables. Users can also download a detailed error report of invoices failed to generate.

More details and enablement documentation coming soon!

Interested in learning more?
Please reach out to your Account Manager or email product@utilizecore.com.

5. Background Tasks Display Time & Date

We have made an enhancement to the Background Task manager to include the Date and Time of the initial request.

6. Other Improvements

• Bug Fix – Check / Uncheck Bulk Actions 
• Other Bug Fixes