Automated approval rules and workflows

Approval rules are designed to help your team operate more efficiently by leveraging rules and approval workflows. Approvals can be configured for the following objects:

  • Invoices
  • Bills
  • Quotes
  • Documents
  • Estimates

You can use an approval rule to:

  • Require approval when an invoice is created by your support team before it can be posted.
  • Have bills greater than $1,000 approved before they can be paid.
  • Require managers to review and/or approve quotes created by the sales team before they are sent

Create an Approval Rule

  1. In the Settings screen, click Approvals.
  2. In the Approvals screen, click New Approval Rule in the top-right of the screen.
  3. Select the type of Object to be approved.
    Options are: Invoice, Bill, Estimate, Quote, and Document.
  4. Click Next.
  5. Select the Condition that will trigger the rule, using the Add Field option and the available criteria.
  6. Click Next.
  7. Select the required Approvers.
    If you select multiple approvers, specify whether the item is approved if Approved by all approvers or Approved by one of the approvers.
  8. Click Next.
  9. Review the new rule.
  10. Click Create in the top-right of the screen.

Approve or Decline an Object

When an approval rule is triggered, the object stays in Awaiting Approval status until the request is approved or declined. The request for approval is emailed to the approvers and appears in the Approvals section of their To-Do list.

  1. Select Open the Document or Object number to be taken to the approval screen.
    The object to be reviewed is shown on the left, with a timeline of events on the right.
  2. Click Approve or Decline in the upper-right corner.
  3. In the comment form, provide any additional information.
    Comments are recorded in the timeline and a notice is sent to the user who requested the approval.

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