Approval flows define who needs to review and approve submitted expenses before they are processed. These flows can be simple, such as a single manager's approval, or more complex, with multiple steps and specific rules for different teams or roles. You have the flexibility to configure as many approval levels as needed and assign them to specific users, roles, or teams, providing granular control over your expense validation process.

Where to find approval flows

1. In your sidebar, go to the Settings 
2. You can use the search bar to find and select the Expenses configuration module or go to the finance section and click on Expenses
3. Find the Approvals and smart rules section
4. This is where you’ll manage the global approval logic for expenses

How to create a new approval flow

1. In your sidebar, go to the Settings 
2. You can use the search bar to find and select the Expenses configuration module or go to the finance section and click on Expenses
3. Find the Approvals and smart rules section and click + Add new approval group
4. Fill in:
   • A clear name for the flow (e.g. Sales Team - EU)
   • A short description (optional)
   • Enable the toggle for Auto-approval group if no approvals are required
5.  Click Save to continue

Your new flow will now appear with a default approval level:

1. Click the downward arrow on the Default approval flow box
2. Use the three dots menu to Edit the current approval level:
   • Click the pencil icon, then choose approvers by filtering users or roles
   • Click Save to confirm
3. Use the “+” icon to add more approvers to the same level (only one of them needs to approve)
4. Use “+ Add approval level” to create additional levels-each must be approved in sequence
5. Click Save changes to finalize the flow

Now define who this flow applies to:

1. Go to the Employees subtab
2. Click “Add employees”
   • Filter by employees, workplaces, or teams
   • Select the relevant people
   • Click Save

How to edit or update an existing approval flow

1. In your sidebar, go to the Settings 
2. You can use the search bar to find and select the Expenses configuration module or go to the finance section and click on Expenses
3. In the approval flows list, click the right arrow next to the group you want to edit
4. Open the approval structure via the downward arrow in the Default approval flow box
5. Use:
   • Three dots → Edit approval level to update assigned users or roles
   • The “+” icon to add more approvers to a level
   • “+ Add approval level” to expand the flow
6. Click Save changes when done
7. Switch to the Employees subtab to adjust who the flow applies to

Tips and Best Practices

• Use Auto-Approval: Configure auto-approval flows for low-risk expenses to save time and streamline the process.
• Limit Approval Levels: Keep approval levels to a minimum to avoid delays in reimbursement.
• Use Roles and Managers: Assign approval responsibilities to roles and managers instead of specific individuals to ensure scalability and continuity.
• Communicate Clearly: Inform your team about the approval structures so they know what to expect and who is responsible for their expense approvals.
• Review Quarterly: Regularly review your approval flows to ensure they remain aligned with organizational changes and current budgets.

FAQ

1. Can a single expense report require multiple approvals? 
   Yes, you can add multiple approval levels to a flow. Each level must approve the expense in sequence before it can move to the next stage, ensuring a comprehensive review process.