Approvals

Make bills, payments, journals and other documents wait for an approver before they are saved, with your own rules and up to 3 levels.

Approvals are part of the Professional plan and above.

Turn them on

1. Go to Settings and click Approvals (under Automation).
2. Under Which documents need approval, tick the documents: Sales invoices, Credit notes, Purchase bills, Purchase orders, Debit notes, Payments out, Journal entries or Expenses.

3. Under How it works, choose:

   • Admins may give the final approval at any level
   • The person who raised it may approve it
   • Changing an approved document needs approval again
   • A reason is needed to send one back
   • Remind approvers after (days) and Tell the Admins after (days) if nobody decides
4. Click Save.

With no rules, Admins and Accountants approve every one of the ticked documents. Admins' own documents never wait.

Rules: who approves, from what amount, in how many levels

Click Add rule:

1. Choose the document and give the rule a name.
2. Amount from and up to: only documents in this range use the rule. Leave up to empty for no top limit.
3. Optionally, Only for some parties or people who raise it.
4. Set up each Level: These people, Everyone with a role, or Their manager (Ellibo HR). Then choose any one approves or all of them approve. Add up to 3 levels.
5. Click Save rule.

The first rule that matches a document is used. Documents that match no rule are saved straight away.

Example: bills from 1,00,000: level 1 the purchase manager, level 2 the owner. Smaller bills are saved at once.

Raise a document for approval

Save the document as usual. If it needs approval, you see Sent for approval with who it waits for, and nothing is posted to the books yet. Your requests are under Approvals › Raised by me, where you can withdraw one.

Approve or send back

Approvers are told in the bell, and by email if they choose it under Alerts I get.

1. Go to Approvals. The menu shows how many are waiting for you.
2. Open a request to see the document's details and lines.
3. Click Approve, or Send back with a reason.

When the last level approves, the document is saved as the person who raised it and posted to the books. If it can't be saved (for example, the books were locked meanwhile), it stays waiting with the reason.

A document sent back isn't saved. The person who raised it is told why, and can change it and send it again.