Approval workflows

Approval policies set who must sign off before a bill is paid. You can require one approver for small bills and more for large ones.

Who can set up approvals

Only admins can create and edit approval policies. Other users with payments access can submit bills and approve when they're assigned as approvers.

Set up an approval policy

1. Go to Payments.
2. Open the approvals settings in the bill pay portal.
3. Add an approval rule. Rules can depend on the bill amount and other conditions.
4. Choose who must approve, and how many approvals are needed.
5. Save.

Common setups:

• Any bill: one approval from an admin.
• Bills over a set amount: a second approval from the owner.

Approving a bill

When a bill is submitted, it moves to New and waits for its approvers. To approve:

1. Go to Payments and open the bill.
2. Review the vendor, amount, line items, and attached invoice.
3. Approve or reject.

An approved bill moves to Approved and can be scheduled for payment. A rejected bill moves to Refused and won't be paid.

What happens at approval

Depending on your settings, approval can trigger other steps:

• Auto-Sync Invoices as Bills: creates the bill in your accounting system.
• Sync Bill to Track at Approval (Track accounts): creates the Track bill, applying your bill pay default markup.

If a bill fails to sync, the person who created or submitted it gets an email explaining what went wrong.

Tracking the approval pipeline

Use Export on the Payments page and choose Unapproved pipeline to get a list of everything waiting for approval, including drafts if you choose. The export lists each bill's approvers and what action each one took.

Tip: Keep at least two admins on your account so bills never stall when one person is away.