The Approval Process in the Accounting App ensures financial control by enforcing internal checks and balances. It allows specific transactions (like bills, invoices, payments, etc.) to be routed for approval before they are finalized or posted in the system.
Approvals help organizations:
- Prevent unauthorized transactions
- Maintain audit compliance
- Assign accountability to managers or finance heads
Supported Transactions
The following modules can be configured to go through an approval workflow:
| Module | Approval Required For |
|---|---|
| Bills | Before posting vendor bills |
| Invoices | Before sending or recognizing revenue |
| Payments | Before releasing payments to vendors |
| Receipts | Before confirming large or unusual receipts |
| Manual Journals | For adjusting entries or inter-entity transfers |
| Credit Notes / Vendor Credits | Before applying them to customer/vendor accounts |
Approval Roles
Approval workflows can be tailored to your organization’s hierarchy. Common approval roles include:
- Finance Manager – Approves Bills, Journals
- Accounts Receivable Lead – Approves Invoices and Credit Notes
- Accounts Payable Lead – Approves Payments
- Entity Owner – Approves based on assigned entity
- Custom Approvers – Based on conditions (amount, entity, GL, etc.)
Best Practices
- Keep approval thresholds reasonable to avoid delays.
- Regularly review and update approver roles and conditions.
- Train users to include meaningful descriptions in transaction notes for faster decisions.
- Use approval comments to improve collaboration between submitters and approvers.
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