An Auto-Approval step lets you automatically approve Xero requests that meet conditions you define, so they skip manual approval entirely.
Administrators and Workflow Managers can set rules based on fields such as the Requester, Total amount, Supplier, Account, or Tracking Category. If a request meets one of the rules, it's approved straight away; if not, it moves through the workflow's other approval steps as normal.
To set up an Auto-Approval step:
In the main menu, select the Organisation for which you want to specify an Auto-Approval step. Then go to Approval workflows under Workflows and settings.
Open the workflow for which you want to specify an Auto-Approval step and click on the + button, then click on Add Auto-Approval step:
You can create this step either during the workflow setup, or later.
In the pop-up, click on ENABLE to start the Auto-Approval step setup:
Click on HIDE to collapse the Auto-Approval step. You can return to the setup later.
To proceed with the settings, click on AUTO-APPROVAL SETTINGS:
Add a rule description for Auto-Approvals and specify the rules:
You can set Auto-Approval rules based on fields such as:
Requester (Purchase Order workflow, Bill workflow)
Bill-to PO matching (Bill workflow)
Total amount
Supplier/Contact
Tracking Categories
Account
Tax
Item
To delete a rule, click on the Three-dot icon and select Remove rule:
Click on DONE to save your workflow settings.
Please note: The rules in an Auto-Approval step will be checked first. If the rules in the Auto-Approval step are not met, the request will pass through the other approval steps. If one of the rules in the Auto-Approval step is met, the request will be auto-approved.
Please note: It is not possible to set up Auto-Approval rules for Bills which are based on the approval of the related Purchase Orders. However, the Bill workflow's Bill-to-PO matching settings are checked before a request is auto-approved. If a Bill request doesn't meet the workflow settings, it's automatically rejected.
Feel free to watch our video on this topic.