ExpenseIn's Ad Hoc module allows you to configure approval flows at three different levels:

The approval flow allocated to an expense is decided at the point of submission and will depend on your Ad Hoc settings, the user's assigned department, or the project selected on the expense.

​If a project has been selected, the system will first check if an approval flow has been assigned to that project.

If not, the system then checks if an approval flow has been assigned to the department the expense has been allocated to. The department is the user’s assigned department.

Finally, if the system does not find an approval flow then the approval flow assigned in the Ad Hoc Settings is used.

Note: ExpenseIn will not “chain” approval flows together and looks for a single approval flow based on the defined approval flow order.

​ExpenseIn does not limit how many stages or levels you can create within an approval flow and you can use the available approval conditions to control when an expense needs to go to each level.

By default, the condition for an approval stage is set to 'Always', but you can trigger stages based on expense amount, policy exceptions, and whether or not the expense is reimbursable, reconcilable, or billable.

The expense must pass through all required stages before it's approved.
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If there is no matching approval flow or no further stages have been found, an expense will be automatically approved. If an expense does not meet the conditions for the approval stage it will skip that approval stage.

​When using approval flows assigned at project or department-level, we recommend you also assign a Default Approval Flow in your Ad Hoc Settings for your Ad Hoc users. The Default Approval Flow will act as the default fallback approval flow and ensures that expenses will always require approval, even if the project and department approval flows have been skipped.