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Approval Policies

Approval Policies control who must approve an expense. By default an expense goes to the approver on the submitting employee's Employee Card; a policy lets you add extra approvers, approval levels, amount thresholds, or auto-approval on top of that. A policy takes effect only once it is assigned to an Employee Profile, and it cannot be deleted while a profile still uses it.

Each approver source below is placed at a level - No, Level 1, Level 2, or Level 3 (up to three levels). Approvers can share a level; everyone at the same level must approve before the expense moves to the next.

Base Approvers​

FieldDescription
Employee ApproverRoutes to the approver on the submitting employee's Employee Card, at the chosen level.
Project ApproverRoutes to the approver on the project/job linked to the expense, at the chosen level. If this and Employee Approver are on the same level, both must approve.

Always add a Fixed Approver​

Inserts a specific person into every expense - for example a controller who must always see submissions.

FieldDescription
ActiveThe level at which the fixed approver is added; No disables the rule.
Fixed ApproverThe fixed approver, picked from the portal users. Required once Active is set to a level, and choosing someone grants them the approver role.

Conditional approval​

Amount based approval​

Adds an extra approver when an expense is over a threshold.

FieldDescription
ActiveThe level at which the extra approver is added; No disables the rule.
If amount is greater thanThe threshold that triggers the extra approver. Required when the rule is active.
Add approverThe extra approver, picked from the portal users. Required when the rule is active.

Automatic Approval​

Approves low-value expenses automatically, without routing them to an approver (the expense moves to approved, ready for finance to post).

FieldDescription
Below amountTurns on auto-approval under a threshold.
For amounts belowExpenses under this amount are approved automatically. Required when auto-approval is on, and it must stay below the amount-based threshold above - overlapping ranges are rejected.
"Private Use" Company Card expensesWhen enabled, private-use company card expenses are auto-approved regardless of amount - the "For amounts below" threshold does not apply to them.