Free flowchart template · Accounting
A bill and expense approval flowchart shows how a business gets supplier bills and staff expenses approved before they're paid. It covers uploading the bill or receipt, the bookkeeper's check for duplicates and missing details, coding it, the budget holder's decision, and scheduling, paying and reconciling the payment.
Updated November 2026 · Opens in Wikidoc as a process map · Free to use, don’t resell
The template opens as a process map, laid out with its lanes, steps and decisions, ready to edit.
Rename the lanes to your team’s roles, change the questions to match your rules, and add or remove steps.
Attach your SOPs and checklists to the steps, so whoever does the work can open the instructions from the map.
This works on the Free plan: up to 10 process maps from templates, free forever.
For accounting:How Wikidoc works for accounting and bookkeeping firmsProfessional servicesFounder-led businesses
Procedure
1Get the statement
2Match the transactions
3Check the balances agree
SOP
Match the books to the bank, chase differences and sign off.
PDF · Word
Cut-off and transactions
Check every sales invoice for the month has been raised
Enter every supplier bill dated in the month
Code all bank feed transactions, and clear the suspense account
Checklist
Cut-off, reconciliations, accruals and reports, in the same order monthly.
PDF · Word · CSV
Collect
Collect approved timesheets and rosters for the period
Collect approved leave requests and sick leave notes
Collect new starter forms, tax declarations and bank details
Checklist
Timesheets, changes, review, approval and payment every pay run.
PDF · Word · CSV
AcceptanceEngagementAccess and records
Check the firm has the skills and capacity for the work
Check for conflicts of interest with existing clients
Verify the identity of the client and its owners, and run your anti-money laundering checks
Onboarding checklist
Checks, engagement letter, records access and kickoff for each new client.
PDF · Word · CSV
Procedure
1Give access only as needed
2Secure every login
3Send files securely
SOP
Protect client records: access, sending files, devices and breaches.
PDF · Word
Procedure
1Confirm the scope and fees
2Prepare the letter
3Send it for signing
SOP
Agree scope, fees and duties in writing before work starts.
PDF · Word
The steps a supplier bill or staff expense goes through before it's paid, from capture and coding to approval, payment and reconciliation.
Splitting the two, called segregation of duties, means one person can't approve and pay a false bill on their own. In a very small business, the owner reviewing the bank feed is a check instead.
The bookkeeper checks every bill against those already entered before it's coded. Many accounting systems also warn about a matching supplier, amount and date.
Yes. You can open it in Wikidoc and change it for your clients or your own business at no cost; the Free plan includes 10 template maps.
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