support.apu.edu

How to Submit a Digital Invoice

Condensed Instructions

  1. Skip this step if your invoice is already a PDF. Scan paper invoice from mobile device or with a scanner.

  2. Sign into HelloSign using your APU Google account and prepare your invoice by adding Textbox fields for account and PO numbers (if applicable) and signature field for the budget manager. When your invoice is ready, click Request Signature.

  3. Budget managers will receive an email requesting a signature. Open it and click the REVIEW & SIGN button. Sign the invoice, click Continue, and click I agree.

  4. After everybody has signed the invoice, HelloSign will send you a final email with a signed invoice PDF attachment. Forward it to Accounts Payable to complete the process.

Detailed Instructions

NOTE:  If you are a budget manager, skip to the Budget Manager Instructions

  1. Skip this step if your invoice is already a PDF. Scan paper invoice from mobile device or with a scanner. Account and PO numbers will be added to the document in HelloSign on a later step.
  2. Sign into HelloSign using your APU Google account. The Business Office will not accept submissions from non-APU accounts.
    Log_In___HelloSign.png
  3. Under the “Who needs to sign” section, select Just Others.
    Sign_documents_online___HelloSign.png
  4. Click Add File to attach the PDF invoice.
    Get_your_document_signed___HelloSign.png
  5. In the “Who needs to sign” section, enter the name and email address of the budget manager, then click Prepare doc for signing.
    Get_your_document_signed___HelloSign.png
  6. Click and drag the Signature tool to a clear area on invoice.
  7. Click and drag the Textbox tool to a clear area on invoice and enter an account number. Double click or assign to "Me (now)" each field account number. Repeat this step if you need to add PO Number. 
    • Be sure not to obscure important data with Textbox field placement.
    • The invoice will be RETURNED if line items are COVERED or UNREADABLE and will require RESUBMISSION.
    • Click Continue
      Get_your_document_signed___HelloSign.png
  8. Enter a document title and a message (optional), then click Request signature.
    • IMPORTANT - DO NOT cc or assign to Accounts Payable from HelloSign
      Get_your_document_signed___HelloSign.png
  9. After your budget manager has signed the invoice, HelloSign will send you a final email with a PDF attachment of the signed invoice. Forward the final email with attachment to Accounts Payable to complete the process.

Important Note:

You can create three free submissions per month with your free HelloSign account. If you need more than three submissions, you can request a HelloSign enterprise account. You will receive an enterprise license within one business day.

 

Budget Manager Instructions

  1. Skip this step if your invoice is already a PDF. Scan paper invoice from mobile device or with a scanner. Account and PO numbers will be added to the document in HelloSign on a later step.
  2. Sign into HelloSign using your APU Google account. The Business Office will not accept submissions from non-APU accounts.
    Log_In___HelloSign.png
  3. Under the “Who needs to sign” section, select Just Me.
    Sign_documents_online___HelloSign.png
  4. Click Add File to attach the PDF invoice.
    Sign_your_documents___HelloSign.png
  5. Click Fill Out and Sign.
    Sign_your_documents___HelloSign.png
  6. Click and drag the Signature tool to a clear area on invoice. Next select your signature and click Insert
    Sign_your_documents___HelloSign.png
  7. Click and drag the Textbox tool to a clear area on invoice and enter an account number. Repeat this step if you need to add PO Number.
    • Be sure not to obscure important data with Textbox field placement.
    • The invoice will be RETURNED if line items are COVERED or UNREADABLE and will require RESUBMISSION.
    • Click Continue to complete filling out the invoice.
      Sign_your_documents___HelloSign.png
  8. in the “Enter recipient's email address” section, enter accountspayable@apu.edu. Next enter a document title and a message (optional). Finally click Send to submit your invoice to Accounts Payable.
    Sign_your_documents___HelloSign.png

Important Note:

You can create three free submissions per month with your free HelloSign account. If you need more than three submissions, you can request a HelloSign enterprise account. You will receive an enterprise license within one business day.

 

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