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Bill Pay Approvals

Configure approval workflows to maintain control over company spending.

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Why Use Approvals?

Bill approval workflows help you:
  • Maintain financial oversight
  • Prevent unauthorized spending
  • Distribute approval responsibility
  • Create audit trails
  • Enforce spending policies

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Setting Up Approval Workflows

1

Define Approval Rules

Set rules based on amount, category, or vendor
2

Assign Approvers

Designate who can approve bills
3

Configure Limits

Set approval authority limits by role
4

Add Notifications

Configure approval request notifications
5

Test Workflow

Submit a test bill to verify workflow

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Approval Rules

Create rules based on:
Approval by Amount:
  • Under $500 - Manager approval
  • 500−500 - 5,000 - Director approval
  • Over $5,000 - CFO approval
  • Over $25,000 - CEO approval

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Multi-Level Approvals

Configure sequential approval chains:
  1. First Level - Department manager (0−0-1,000)
  2. Second Level - Director (1,000−1,000-10,000)
  3. Third Level - VP/CFO ($10,000+)
  4. Final Level - CEO (over $50,000)

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Approving Bills

When you receive an approval request:
  • Check invoice authenticity
  • Verify amount and vendor
  • Review expense category
  • Examine attached documents
  • Confirm budget availability
  • Check against spending limits
  • Review category totals
  • Approve - Move to payment queue
  • Deny - Reject with reason
  • Request Info - Ask for clarification

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Approval Notifications

Stay informed with automatic notifications:
  • Email alerts for pending approvals
  • Slack notifications (if integrated)
  • Mobile push notifications
  • Daily approval digest emails
  • Overdue approval reminders
Set notification preferences in Settings > Notifications

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Delegation

Temporarily delegate approval authority:
  • Assign backup approvers
  • Set delegation date ranges
  • Specify approval limits for delegates
  • Automatically revert after period
Always set up backup approvers for vacations and absences

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Approval History

Track all approval activity:
  • Who approved or denied
  • Approval timestamps
  • Comments and notes
  • Approval routing path
  • Time to approval metrics

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Auto-Approval

Configure auto-approval for:
  • Recurring bills under threshold
  • Pre-approved vendors
  • Specific bill categories
  • Bills within budget
  • Previously approved amounts
Use auto-approval cautiously and review settings regularly to maintain control