How can I set up an approval matrix? (NetSuite)

How can I set up an approval matrix? (NetSuite)

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 and open 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
    Total Amount Header
    Requester N/A
    Vendor Header
    Account Expense Lines
    Expense Category Expense Lines
    Item Item Lines
    Department Expense Lines and Item Lines
    Class Expense Lines and Item Lines
    Location Expense Lines and Item Lines

    A user will be assigned as an Approver when the request fulfils the specified criteria, for example:



  • Joanna will be added as an Approver if one of the Accounts in the Bill matches Expenses
  1. Nicolas will approve requests with a total amount of or over 5000 GBP, or if the Account matches Rounding Gain/Loss irrespective of the amount
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:
  1. 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 over 1000 USD will be routed to Beverly.


  2. 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.

  3. 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 approves 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

    • 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 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 ...

    • How alternative rules in the approval matrix work (NetSuite)

      The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular Bill. Conditions are set based on the master data received from NetSuite: Vendors, Items, Accounts, etc. This is how you add an ...

    • How can I set up an approval matrix? (Cin7 Core)

      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 and open the approval workflow: Navigate to the step and open ...