You can define roles or specific employees who can review, approve, and close requests in Payhawk. You can also define that a step in the lifecycle is not relevant or needed for the company.
The configured request type approval workflows can be flexible and based on the hierarchy levels at your company (for example, Second level manager), specific people (for example, budget owners of cost centers and defined managers of expense categories), or Payhawk roles (Payhawk accountants and Payhawk administrators).
Once a request type has been created, it will automatically be applied an approval workflow based on...
You can customize the workflow for each request type by navigating to Settings > Requests > Types and selecting the specific request type you want to modify.
Alternatively, to view and manage all request workflows in one place, go to Settings > Workflows > Requests.
To modify the request type workflow:
From the Payhawk web portal, navigate to Settings > Requests > Types.
Select the desired request type.
Go to its Workflow tab and click on Edit workflow.
Alternatively, click on Go to workflows and you'll be redirected to the Settings > Workflows screen.
Create an approval workflow that suits your requirements by following the steps for defining custom workflows and noting the following specifics that are valid for request types:
The Submit step is always present, and the options for its configuration depend on whether you've allowed everyone or accountants and administrators only to submit requests in Settings > Requests > General.
The Review and Approve steps are optional for you to define. If any or both steps are irrelevant to your internal processes, you may leave them undefined.
The Receive and Invoice steps are set to Everyone by default and cannot be edited.
The Close step is also always visible by default. It includes predefined rules for automatically closing requests when the auto-close option is activated and also specifies the default roles authorized to manually close requests if auto-close is not used.
You can define an approval workflow for the request review and approval process in the same way as custom workflows are created. Alternatively, if either or both steps are unnecessary, you can remove them by clicking the three-dot menu and selecting Delete.
Click on Publish workflow to apply all the changes you've made.