Managing expense approvals can be tough. Different departments, amounts, and expense types might require different approvers before the invoice gets paid. You might even have an approval process for card payments, making sure that each transaction is a company expense before it's reviewed by your accounting team.

That's why we now allow you to define your workflows for each expense type.

Here's how:

  1. First, go to your Settings menu

  2. Click on the Workflows tab.

  3. Once you are here, you will see the ability to set a different approval process for each payment type:
    Due or paid via bank transfer,
    Paid by card,
    Paid with personal funds, or
    Paid with company funds.

  4. For each payment type, you will see the corresponding actions, for which there is a legend on the right.

  5. For now, accountants and administrators are the responsible roles for the Review action, while Pay and Reimburse are for Administrators only.

  6. Click on edit

  7. You can choose the respective role according to your workflow.
    Most companies opt for the team manager role. That way, the expense will be approved according to the team structure you've set.

  8. If you need threshold approval, you can select that option. After you select it, you can add as many additional steps as your policy demands.

  9. You can then choose a threshold amount up to which a certain role or employee has to approve the expense.

For the above example, any expense up to 200 will have to be approved by the Team manager only. If the expense amount is between 201 and 500 it will have to be approved by the Team manager and then Dianne Russel. For any expense above 500, it will go through Team manager -> Dianne and then any administrator could give the final approval.

After you have defined your workflow,

As always, if you have any questions, don't hesitate to contact us!

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