Prerequisites
Before you can set up an approval flow, you need to complete the following prerequisites:
Add your approvers as users to your account (if they're not already a user).
How to create an approval flow
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Approval Flows subheading.
3. Click the New Approval Flow button.
4. Enter the details for your approval flow.
Approval Flow Name - give the approval flow a name to help identify the approval flow; this can help when redirecting expenses, purchase requests or invoices to another approval flow.
Description (optional) - add a description for the approval flow.
Approval Stages - set the approval stages for the approval flow.
Approvers - assign approvers to each of the approval flow stages. If required, you can select multiple approvers at the same stage to create a "pool" of approvers.
Note: Only one of the approvers is required to approve the expenses, purchase requests or invoices for them to move to the next stage.
Condition - set the conditions for the approval flow stage(s).
Always - will always go to this approver.
Amount Exceeds - will only go to this approver if the expense, purchase request or invoice exceeds a set amount.
Amount Under - will only go to this approver if the expense, purchase request or invoice is under a set amount.
Outside Policy - will only go to this approver if outside of company policy.
Reimbursable - will only go to this approver if it is an expense that is reimbursable. E.g. Out of pocket purchase expenses, personal car mileage expenses and out of pocket mileage log expenses.
Reconcilable - will only go to this approver if it is an expense that is reconcilable (non-reimbursable). E.g. Company card expenses, fuel card expenses, cash advance or any custom purchase method expenses.
Billable - will only go to this approver if it is an expense that is billable.
Edit - if enabled, the approver will be able to edit expenses, purchase requests and invoices during the approval process.
Note: The ability to edit during the approval process is only available via the web portal.
5. To add an approval stage, click the Add X Stage + button and select the required settings for the new stage.
6. If you made a mistake and want to remove an approval stage you've just added, click the red X next to the stage you want to delete.
7. Click Create to add the approval flow to your account.
How to assign an approval flow to a user
Once an approval flow has been created, you'll need to assign this to your users. To do this, follow the steps below:
1. In the Admin area, click the Users subheading (under the User Management heading).
2. Find the users that belong to the approval flow you're assigning and tick the checkboxes next to their names. You can use the Filter options available to help refine the list.
3. Click Actions and select Change Approval Flow from the drop-down.
4. In the Change Approval Flow window, select the approval flow to assign to the user(s) from the drop-down.
5. Click Update to assign the approval flow.
Note: You can also assign an approval flow to users on an individual basis by clicking the Edit icon next to a user's record. In the Details tab, select an Approval Flow from the drop-down.
Additional Information
You can also assign approval flows to projects and departments. When an approval flow is assigned to a project or department, this approval flow will override the user level approval flow.
For more information on how approval flows work, see our Understanding approval flows Help Article.