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Approval Workflows

Set up and manage approval workflows for invoices, payments, discounts, and other critical business operations to ensure proper authorization and control.

Approval Workflows Dashboard

Overview​

Approval Workflows allow you to:

  • Configure multi-level approval processes
  • Set approval hierarchies and rules
  • Define approval thresholds
  • Track approval requests
  • Manage pending approvals
  • Audit approval history

Accessing Approvals​

  1. Navigate to Administration → Approvals
  2. Or go to Settings → Approval Workflows

Types of Approvals​

Invoice Approvals​

When Required

  • Invoices above a certain amount
  • Discounts exceeding threshold
  • Credit notes and refunds
  • Bulk invoice generation

Approval Levels

  • Level 1: Manager approval (up to ₹50,000)
  • Level 2: Senior Manager (₹50,000 - ₹2,00,000)
  • Level 3: Director (above ₹2,00,000)

Payment Approvals​

Payment Types

  • Vendor payments
  • Refunds to customers
  • Advance payments
  • Expense reimbursements

Approval Criteria

  • Amount threshold
  • Payment method
  • Vendor category
  • Urgency level

Discount Approvals​

Discount Scenarios

  • Discount percentage > 10%
  • Flat discount > ₹5,000
  • Promotional discounts
  • Customer-specific pricing

Approval Flow

  • Sales team requests discount
  • Manager reviews and approves
  • Finance team notified
  • Discount applied to invoice

Configuring Approval Workflows​

Creating an Approval Workflow​

  1. Click Create Workflow
  2. Select workflow type (Invoice, Payment, Discount, etc.)
  3. Define workflow name and description
  4. Set activation conditions

Example: Invoice Approval Workflow

Workflow Name: High-Value Invoice Approval
Type: Invoice
Trigger: Invoice amount > ₹1,00,000

Managing Approval Requests​

Pending Approvals Dashboard​

View Pending Requests

  • List of all pending approvals
  • Requester name and date
  • Request type and amount
  • Priority indicator
  • Days pending

Filter Options

  • By type (Invoice, Payment, Discount)
  • By status (Pending, Approved, Rejected)
  • By date range
  • By requester
  • By amount range

Approving Requests​

Approval Process

  1. Click on pending request
  2. Review request details
  3. Check supporting documents
  4. Add comments (optional)
  5. Click Approve or Reject

Performance Metrics

  • Approver response time
  • Bottleneck identification
  • Workflow efficiency
  • Compliance rate
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