If a change to an approval flow is required, an Account Administrator can update the approval flow from the Admin area.
Note: Changes made to approval flows will only apply to expenses, purchase requests or invoices submitted after the changes have been made.
How to edit an existing approval flow
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Approval Flows subheading
3. Click the Edit icon next to the Approval Flow you want to edit.
Note: You can also click the three dots icon and select Edit from the drop-down.
4. Edit the approval flow details as required.
Approval Flow Name - give the approval flow a new name.
Description (optional) - change the existing description for the approval flow, or add a new description.
Approval Stages - adjust the approval stages for the approval flow.
Approvers - assign a new approver to the relevant approval stage by selecting their name from the list; deselect any existing approvers by clicking their name. If required, you can select multiple approvers at the same stage to create a "pool" of approvers.
Condition - change 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 - adjust whether an approver can edit expenses, purchase requests or invoices at the approval stage 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. To remove an approval stage, click the red X next to the stage you want to delete.
Note: When deleting a final stage of an approval flow, any expenses, purchase requests or invoices awaiting approval at that stage will automatically be rejected and sent back to the user to resubmit.
7. Click Update to save the changes.