How can I set up an approval matrix? (QuickBooks Online)
This is how you define the conditions for the selection of Approvers in a step:
- In the main menu, select your Organisation and go to Approval Workflows under Workflows And Settings:
- Select the workflow:
- Navigate to the step and open its approval matrix by clicking on the icon.
- If necessary, add Approvers to this step via the button .
- Specify the conditions that will determine who approves what:
Field in
the approval matrix |
Level in the
document |
Workflow, where
applicable |
Total Amount |
Header |
Purchase Order, Bill, Expense, Journal Entry |
Requester |
N/A |
Purchase Order, Bill, Expense,
Vendor, Journal Entry |
Vendor |
Header, Item |
Purchase Order, Bill, Expense, Journal Entry |
Product/Service |
Item |
Purchase Order, Bill, Expense |
Category |
Category |
Purchase Order, Bill, Expense, Journal Entry |
Location |
Header |
Purchase Order, Bill, Expense, Journal Entry |
Class |
Item, Category |
Purchase Order, Bill, Expense, Journal Entry |
Customer |
Item, Category |
Purchase Order, Bill, Expense, Journal Entry |
Employee | Item | Journal Entry |
Payee: Vendor |
Header |
Expense |
Payee: Customer |
Header |
Expense |
Payee: Employee |
Header |
Expense |
Payment Account |
Header |
Expense |
Payment Type |
Header |
Expense |
Payment Method |
Header |
Expense |
A user will be assigned as an Approver when the request fulfils the specified criteria, for example:
- Lucy will be added as an Approver if the total amount is over or equal to 300 GBP
- Joanna will approve requests with any amount that have Holly as the Requester
Requests will be routed to the Approvers based on the values specified for the different fields.
During the approval matrix setup, you can use either the "match" condition/
alternative rules, or
negative conditions for each Approver.
For the Total Amount you can apply the following conditions:
- Under (<): no value is included in the rule
For example: Amelia approves all requests with a total amount under 1000 USD, so all requests with a total amount up to 999.99 USD will be routed to her. Requests with a total amount of or above 1000 USD will be routed to Beverly.
- Over or equal (>=): the rule includes a value
As per the above example, Beverly approves all requests with a total amount of or over 1000 USD.
- Between (<= N<): the rule includes a lower limit but no upper limit
For example: Daniel approves requests with a total amount between 1000 and 5000 USD; Beverly all requests with a total amount of or over 1000 USD. Any request with a total amount of 1000 USD and up to 4999.99 USD, will be routed to both Daniel and Beverly. Requests with a total amount of or over 5000 USD, will only go to Beverly.
Related Articles
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 approval request. Conditions are set based on the master data received from Xero: suppliers, tracking categories, accounts, etc. ...
How can I set a "Does not match" condition in the approval matrix? (Xero)
The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular approval request. Conditions are set based on the master data received from Xero: suppliers, tracking categories, accounts, etc. ...
Video: How to set up an approval matrix
ApprovalMax product walk-through: how to set up an approval matrix in ApprovalMax https://www.youtube.com/watch?v=e5EwmMQEYdo
How can I set up an approval matrix? (Stand-alone)
This is how you define the conditions for the selection of Approvers in a step: In the main menu, select your Organisation and go to Approval Workflows under Workflows And Settings. Select an approval workflow, or create a new one: Navigate to the ...
How to set up an auto-approval step (QuickBooks Online)
In the main menu, select the Organisation for which you want to specify an auto-approval step. Then go to "Approval workflows" page under "Workflows and settings" section: Open the workflow for which you want to specify an auto-approval step and ...