Workflow Example - Electronic Check Request

Electronic Check Request Following is an example of one of many possible check request processes that a mid-size law firm might follow – comparing the differences between the traditional (manual) processing and current workflow (automated) processing. Your check request process may be substantially different than this. LSS Workflow Management is easily configured to handle hundreds of workflow process variations – from those that are very simple to those that are highly complex.
	Traditional Firm Process (Manual)	LSS Workflow Process (Automated)
Step 1 Initiate Check Request	Attorney or legal assistant fills out a printed check request form - providing information such as payee, reference, check amount, client information (if billable), etc. A copy of the printed invoice or receipt is attached.	Attorney or legal assistant completes the check request form on-line. A PDF file of the scanned vendor invoice or receipt is attached electronically.
Step 2 Delivery	Form is hand delivered to the firm administrator for approval.	Form and attached PDF file are electronically delivered to the firm administrator for approval.
Step 3 Approval	Firm administrator reviews the check request form and attached paperwork.	Firm administrator receives an email notification that a form has arrived in their Workflow inbox. They open the form to view the check request and attached PDF file.
Step 4 Delivery	If the check request is approved, the form and attached paperwork are hand delivered to the accounting department.	If the check request is approved, the digitally signed form and attached PDF file are electronically delivered to the accounting department.
Step 5 Accounting	Accounting department enters all of the check request information into the accounts payable system.	Accounting department receives an email notification that a form has arrived in their Workflow inbox. They review the information for accuracy and click a button to automatically import all information into the accounts payable system and print a check.
Step 6 Filing	Check request form and invoices are photocopied and physically placed in vendor and/or client files.	Check request form and attached invoices are electronically linked to the vendor, check number, client and matter within the practice management and case management database.
Key Workflow Advantages: There is no retyping of previously recorded information. Data from the on-line form is fed directly into the accounts payable and case management database – saving time and reducing the chance of error. Electronic forms are delivered electronically at the speed of e-mail. No more waiting for the mail clerk to make their rounds, or time wasted personally delivering paperwork. Even with an approval step, a check request can be completed, from start to finish, in just a few minutes. There is no physical paperwork – it is a true paperless system (although you can print any time you want). Everything is stored and tracked electronically. Attorneys and staff can see exactly where the form is, what it’s waiting for, and where it’s going next. Copies of scanned vendor invoices and receipts can be attached electronically to any check request. Approval options and thresholds can be defined by your firm. For example, you can set workflow so that requests by senior partners never require approval, requests by associates need approval for amounts over $200, and requests by staff need approval for any amount. On-line forms provide the added benefit of vendor lookups with auto-fill name and address, client/matter lookups, and expense code selection lists - none of which is available on preprinted request forms. Entering all the information from the form into the accounts payable and case management systems takes about two seconds. The accounting department simply opens the form and presses “Import”. Remote offices can submit check requests just as quickly and easily. LSS Workflow can be accessed remotely from anywhere with an Internet connection. No more faxing, scanning and emailing. Workflow operates seamlessly across multiple offices and locations. Everything is linked to the vendor, check number, client and matter. Anyone (security permitting) can access previous check requests and vendor invoice images with a click of the mouse.