Multi-step approval workflows help SMBs, accountants, and bookkeepers streamline payment and payroll approvals. This guide walks you through setting up and managing workflows, from creating your first flow to using audit logs for transparency.
Creating a workflow
Go to Settings > Approval Workflows and click Create a workflow.
Set triggers and conditions
Define when a workflow should be automatically pre-selected in the payment flow. You can base this on payment type, payment amount, or specific suppliers. Even if a workflow is pre-selected, you can always manually select a different one before proceeding.
Assign approvers and payers
Add one or more approvers to review the payment. Choose whether “Any of” or “All of” the selected users in each step need to approve. Finally, add a pay step to complete the workflow.
Review and activate
Check the workflow summary, make any adjustments, and click Create workflow. It will then be available during the payment run setup under approval workflows.
Managing workflows
Edit from settings
To adjust a saved workflow, go to Settings > Approval Workflows and click Edit. You can update triggers, approvers, and more—useful as your needs evolve.
Changes during an active request
Approvers can review, approve, reject, or comment on payments. They can also make changes like adjusting payment methods, dates, or included invoices.
Override approval flows
Admins can override workflows to prevent delays. If an approver is unavailable, an admin can approve or reject on their behalf. A confirmation prompt ensures transparency by recording the override reason and selected reviewer.
Notifications and audit logs
Approval notifications
From the Approvals page (top right), adjust notification settings—change email recipients, names, or turn email alerts on/off. This is especially helpful for accountants handling large volumes of requests.
Audit log for transparency
Every action in a workflow is logged for compliance and visibility—who created, approved, or overrode a request. You can view the log from the workflow details page and export it as a PDF for reporting.