You can define roles or specific employees who can review, approve, and close purchases in Payhawk. You can also define that a step in the lifecycle is not relevant or needed for the company.
The configured purchase 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). For more information, see the article about defining custom approval workflows.
To define the approval workflows for purchases at your company:
In the Payhawk web portal, go to the Settings > Workflows > Purchases tab.
Click on Edit workflow.
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 purchases in Settings > Purchases > 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 purchases when the auto-close option is activated and also specifies the default roles authorized to manually close purchases if auto-close is not used.
You can define an approval workflow for the purchase 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.