How alternative rules in the approval matrix work (Xero)

How alternative rules in the approval matrix work (Xero)

The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular Bill / Purchase Order / Sales Invoice / Credit Note or Batch Payment approval. Conditions are set based on the master data received from Xero: suppliers, tracking categories, accounts, etc.


This is how you add an alternative rule:
  • Navigate to the main menu in the left-upper corner  and select your Organisation.  Open "Approval workflows" page under "Workflows and settings" section.

  • Choose the approval workflow.

    Inside, navigate to the step and open approval matrix by clicking on 
    . Click on the three dot button  next to the approver you want to add alternative rules:

  • Select "Add an alternative rule" and specify the rule.
  • To remove a rule, click on the symbol  next to the line you want to remove.

  • When finished, save your changes by clicking on  in the right upper corner of the matrix and save/update the workflow:



Important note: Be careful not to use overlapping rules.  In the example below, rules set in a way, that Nikolas should approve all requests except from Microsoft OR any requests from Accounts 310, 400,404. This means that if we receive a request from Microsoft with Account=310, it will be assigned to Nikolas despite he has a rule not to approve requests from Microsoft.




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