Approval steps define who approves Batch Payments in your Organisation and under what conditions.
Adding approval steps
In the Batch Payment Workflow, click + Step to add a new approval step. You can add as many steps as your Organisation requires. Each step is configured independently with its own Approvers and approval conditions.
Configuring an approval step
Click on Add an Approver to add Approvers to the step.
Once Approvers are added, set the Approval condition and choose whether Any of or All of the Approvers must approve for the step to be completed.
To set a deadline for the step, click the Clock icon.
By default, no deadline is set. You can set a deadline in hours or days, counted from the date the expense claim was submitted or from the date it enters the specific approval step.
Setting up the approval matrix
To define the conditions under which each Approver is matched to a Batch Payment, click the Matrix icon on the approval step to open the Approval matrix.
Each Approver has a row in the matrix.
For each row, you can configure the following conditions:
Total amount — the total Batch Payment amount that requires the Approver's approval.
Requester — the user who submitted the Batch Payment request.
Vendor — the Vendor(s) included in the Batch Payment.
Wallet — the Wallet(s) used to fund the Batch Payment.
For most conditions, you can select Any, Matches, or Does not match.
For Total amount, the options are Any, Over or equal to, Under, and Between.
For example, you could configure Jessica Bell to approve only when the vendor matches Books by Bessie, and the amount is under 500 USD.
Adding alternate rules
For each Approver, you can add additional routing rules by clicking the three dots next to their name and selecting Add an alternate rule.
This adds a second row for that Approver with its own set of conditions, matched independently from the first. For example, Jessica Bell could approve when the vendor matches Books by Bessie, and the amount is under 500 USD, or, via an alternate rule, when the wallet matches CAD.
Adding a Default Approver
At the bottom of the approval matrix, click on Add the default approver to designate a fallback Approver for the step.
The Default Approver is automatically added to the step when no other Approver is matched by the matrix conditions, ensuring no claim is left without an Approver.
Please note: If any Approver in the matrix is set to Any across all conditions, a Default Approver is not applicable for that step, as there will always be a matched Approver.