03 - Setting Up Approvals

Your accounting app allows you to enable and configure approval workflows for key financial transactions such as Invoices, Bills, Journal Entries, and Purchase Orders. Follow the steps below to set up approval rules tailored to your organization’s needs.

Step 1: Enable Approvals

1. Go to Settings > Approvals.

2. Choose the module for which you want to enable approvals (e.g., Sales Invoices, Purchase Bills).

3. Toggle the Enable Approvals switch to “On”.

Step 2: Define Approval Rules

You can define when a document requires approval using customizable rules. These can be based on:

• Transaction amount
  E.g., Require approval if bill amount > ₹50,000

• Department or Cost Center
  E.g., All marketing expenses must go through approval

• User Role or Submitter
  E.g., If submitted by a junior accountant, approval is mandatory

Step 3: Assign Approvers

You can assign:

• A single approver
  Ideal for small teams

• Multiple approvers (sequential or parallel)
  For layered approval chains like Manager → Finance Head

To assign approvers:

1. Under Approval Matrix, click Add Approver Rule.

2. Select the condition (Amount/User/Department).

3. Assign the required approver(s).

Step 4: Save and Test the Flow

Once all rules are configured:

• Click Save Configuration.

• Create a test document to verify that the approval process gets triggered based on your setup.

Example

Scenario: Bills above ₹1,00,000 need approval from the Finance Manager.

Setup:

• Module: Purchase Bills

• Condition: Amount > ₹1,00,000

• Approver: Role = Finance Manager

Tips

• Approvals can be configured per module — make sure to check each module’s settings.

• You can always disable approvals temporarily if needed.

• Make sure approvers have proper notification access so they don’t miss pending requests.