Approval Policies enable your users to set up an approval process for managing and paying any invoice they receive.
Creating Approval Policies
To create an Approval Policy:
- Create users within an entity and optionally assign them roles.
- Create the Approval Policy rule
Creating Approval Policy rules
Approval Policies consist a trigger for the policy and a list of users that need to approve the invoice. You can stack multiple Approval Policies on top of each other.
Approval Policy Triggers
The "Trigger" field allows you to select what conditions will trigger this approval policy.
You can select the following to trigger an approval policy:
- Invoice Amounts (greater than)
- Invoice Metadata
- Invoice Vendors
Number of Approvers
Each approval policy can have a different number of approvers. You can set the number of approvers needed for each approval policy by using the "Number of Approvers" field.
Approval Policy Rules
The "Approval Policy Rules" field allows you to select which users will be the approvers for this approval policy. You can select users based on their roles or by their userIDs. Roles are useful when you want any user with a specific role to be able to approve an invoice. UserIDs are useful when you want to specify exactly which users can approve an invoice.
Example Approval Policy
In this example, we will create an approval policy that will trigger when an invoice is received and the invoice amount is greater than $100. We will set the number of approvers to 2 and we will let anyone with the "Controller" role or "Admin" role approve the invoice.
Approval policies can be set to automatically assign approvers when a user submits an invoice for approval. If the approval rule is set to
userList and the number of approvers needed is equal to the number of users that are available to approve will automatically assign those users.