How to set up an approval matrix
- In the main menu, select your Organisation.
- Go to Approval workflows under Workflows and settings:
- Open the relevant approval workflow, or create a new one.
- Navigate to the step and click on the
icon to open the approval matrix:
- Add other Approvers by clicking on ADD AN APPROVER in the approval step:
- Alternatively, add Approvers via the approval matrix:
- Once you've added all Approvers, including a Default Approver if needed, specify the conditions that will determine who approves what.
Field in the approval matrix | Level in the document | Workflows, where applicable |
| Total Amount | Header | Purchase Order, Bill, Batch Payment, AP Credit Note, AR Credit Note, Sales Invoice, Airwallex Batch Payment, Manual Journal |
| Requester | N/A | Purchase Order, Bill, Batch Payment, Contact, Airwallex Batch Payment, Manual Journal |
| Supplier | Header | Purchase Order, Bill, Batch Payment, AP Credit Note, Airwallex Batch Payment |
| Tracking Category | Item | Purchase Order, Bill, AP Credit Note, AR Credit Note, Sales Invoice, Manual Journal |
| Account | Item | Purchase Order, Bill, AP Credit Note, AR Credit Note, Sales Invoice, Manual Journal |
| Item | Item | Purchase Order, Bill, AP Credit Note, AR Credit Note, Sales Invoice |
| Tax | Item | Purchase Order, Bill, AP Credit Note, AR Credit Note, Sales Invoice, Manual Journal |
| Branding | Header | Purchase Order |
| Bank Account | Item | Batch Payment, Airwallex Batch Payment |
| Customer | Header | AR Credit Note, Sales Invoice |
Field in the approval matrix | Level in the document | Workflows, 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 |
Field in the approval matrix | Level in the document | Workflows, where applicable |
| Total Amount | Header | Bill, Expense |
| Requester | N/A | Bill, Expense |
| Vendor | Header | Bill, Expense |
| Account | Expense Lines | Bill, Expense |
| Expense Category | Expense Lines | Bill, Expense |
| Item | Item Lines | Bill, Expense |
| Department | Expense Lines, Item Lines | Bill, Expense |
| Class | Expense Lines, Item Lines | Bill, Expense |
| Location | Expense Lines, Item Lines | Bill, Expense |
Field in the approval matrix | Level in the document | Workflow, where applicable |
| Amount | Header | All stand-alone workflows |
| Requester | N/A | All stand-alone workflows |
| Any custom field | Header | All stand-alone workflows |
- Joanna will be added as an Approver if one of the Accounts in the Bill matches Expenses
- Nicolas will approve requests with a total amount of/over 5000 GBP, or if the Account matches Rounding Gain/Loss irrespective of the amount
Under (<): this rule applies to values below a specified threshold
For example, Ashley approves requests for less than 1,000 GBP. Any request up to 999.99 GBP is routed to her:
Over or equal (≥): this rule includes the specified value and applies to anything above it
For example, George approves requests with a total amount of 1,000 GBP or more:
Between (≤ N <): this rule includes a lower limit but no upper limit
For example, Harry approves requests between 1,000 and 5,000 GBP. George approves all requests from 1,000 GBP upwards.
So, requests with a total amount of 1,000 and up to 4,999.99 GBP go to both Harry and George. Requests with a total amount of/higher than 5,000 GBP go only to George:
For most other fields, you can typically apply the following rules:
Any: this Approver is selected if the field has an Any value
For example, Nicole is set to approve any request, regardless of the amount or Requester:
Matches: this Approver is selected if a field matches a specific value or set of values
For example, John is set to approve requests from the Suppliers ABC Furniture or Basket Shop:
Does Not Match: this Approver is selected if the field does not match the specified value
For example, Manon is set to approve requests if the customer is not Berry Brew or Boom FM:
From there, you can further refine your approval matrix by adding Default Approvers, alternative rules, negative rules, or by copying rules from one user to another to handle a more complex approval logic.
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