Work Orders
AI-powered data extraction from vendor invoices
AI-powered invoice extraction automatically captures vendor billing details from PDFs and auto-fills invoice forms for faster, more accurate processing.
Attach a PDF invoice to your work order. Within seconds, the system automatically identifies and captures key information including invoice numbers, amounts, dates, and vendor details, and populates the invoice form felds.
The AI intelligently matches invoice information against your existing Prism vendor database to maintain data accuracy and consistency.
Fields populated by AI display a distinctive icon so you know which information was automatically extracted. You can review and edit any field before finalizing the entry, ensuring accuracy while saving time.
Clear work order closure requirements
Before you can close a work order, the system now checks all vendor invoice statuses and provides clear, specific guidance if any approvals are pending. Instead of vague error messages, you'll see exactly what needs attention.
Enhanced notifications include:
- Clear explanations of what's required ("must be approved" or "must be reviewed")
- Specific invoice details including Order number, current status, and assignee
- Direct information about which invoices are blocking closure
Vendor invoice approval - Approve & Close reminder
When you're reviewing vendor invoices, you'll now see an "Approve and Close" option in a dropdown menu alongside the standard "Approve" button. If you have the necessary permissions, you can approve the invoice and close the work order in a single action.
The "Approve and Close" option appears only for final-tier approvers who have work order closure permissions. If you don't have these permissions, you'll see the standard approval options.
The system remembers your choice for future approvals, making your workflow even faster.
After approval, the "Mark as Paid" button is immediately available, keeping your process moving smoothly.
Detailed invoice status tracking
Invoice statuses now include four detailed stages that show exactly where each invoice is in the approval process:
- Submitted: Invoice has been submitted and is entering the workflow
- Ready for Next Approval: Invoice is waiting for the next tier of approval
- Ready for Final Approval: Invoice is at the final approval stage
- Final Approved: Invoice has received all necessary approvals
These statuses appear throughout Prism with color-coded indicators in grids, filters, and approval tabs, making it easy to see at a glance which invoices need your attention.
Your existing invoices have been automatically updated to reflect these new statuses based on your current approval configuration.
Edit tenant estimates
You can now edit tenant estimates even after they've been submitted or approved. When you update line items or amounts, the system automatically triggers a new approval request for the tenant.
- Improved notifications: Tenants receive clear "Estimate changes need approval" emails showing the updated amounts. You will not see unnecessary cancellation emails during the editing process, only the relevant approval request for the current version.
- Complete tracking: The system maintains a full history of all estimate changes, cancellations, and approvals, giving you complete visibility into how the estimate evolved over time.
