Last updated: 5/12/2021
Please review How to Submit a Bill for Payment for a detailed bill submission workflow and information concerning the bill payment process at B Lab.
In order to improve our bill paying process, the finance team has updated the requirements for manager approvals and budget designation. First, to improve the accuracy of our financial reporting, all bills sent to the finance team must include a designation of which budget line should be used for the expense, along with what team and program the expense relates to. This designation should be written onto the face of the bill.
Secondly, all bills that require manager approval (bills $5,000 and greater), must include the manager's signature on the face of the bill. Implementing these requirements will alleviate unnecessary back and forth, ensure all bills are appropriately approved, and ensure all expenses are recorded in the correct budget.
While paper invoices can be physically marked, signed, and scanned, most of the bills received at B Lab are electronic. These bills will require electronic signatures and notes to be added. There are 2 programs available to B Lab staff to add electronic signatures and notes to PDFs to fulfill these requirements. Each will be described below, along with detailed instructions on how to use them.
Programs for electronic signatures
- Adobe Reader DC (Mac and PC users)
- Preview (Mac users only)
Adobe Reader DC
Adobe Reader DC is a free program that you can download online. It functions as a program to open and view PDFs, and also contains the ability to add electronic signatures and notes to documents.
Getting Set Up
Download the program from the Adobe website here (uncheck the options to include McAfee Virus Protection). The electronic signature function is found with the "Fill & Sign" tool. You can save your personalized signature into the program and drop it anywhere on a PDF document. "Fill & Sign" also includes the ability to add a text box to provide additional notes and detail to the document.
Preview is a native Mac program that comes pre-installed on your Apple computer. It functions as a program to open and view PDFs, and contains the ability to add electronic signatures and notes to documents.
Getting Set Up
Please review the detailed steps on Apple's website (found here) to add electronic signatures and notes with Preview.
Here is an example of what a completed invoice should look like.
We appreciate your partnership to improve our bill paying process, cut down on unnecessary back-and-forth, and ensure our financial reporting remains accurate and timely.
The Finance Team