How to customize approval workflows for transfer, reimbursement, and supplier invoice payment requests?

To maintain control while delegating team expenses and invoice payments, you can use multi-layer approval workflows to keep control over big amounts to reimburse or pay with configurable approvals.

This feature will be useful to you if you need to delegate tasks like reimbursement requests and paying invoices, ensuring your company can scale without the risk of overspending and apply your expense policy.

This feature is available through Account Payable and Expense & Spend Management add-ons.

Which roles can set it up?

Owner and Admin roles can customize a workflow approval on the web app only.

The Employee, Accountant and Manager (without transfer and/or reimbursement permissions) roles can make transfer requests for approval.

Managers with transfer permission or/and reimbursement can send requests for approval.

How to customize an approval workflow?

Follow the steps below to effectively manage and control your company's expenses and payments through a structured approval workflow, ensuring that big expenses are properly overseen.

• From your computer, go to Settings: navigate to the Tools customization section and click on Approval workflows.
• Select and edit workflow: choose the approval workflow you want to edit, either transfer request, reimbursement or supplier invoices, then click Edit workflow.
• Set workflow rules: define the rules of the workflow by first defining the trigger (requester, amount, or supplier) and then by specifying the roles/person(s) who can approve the requests and make the final payment.
• Assign workflow: the workflow will be assigned to all users who submitted a request (Employees, Managers, and Accountants without transfer or reimbursement permissions).

💡 For French-based companies, approval rules will apply to Mileage too.