Getting started with Approval Workflows

This feature is only available for Pro and Enterprise package users. To upgrade your plan, contact your Account Manager or request a contact here.

Approval workflows help ensure the right people review and approve key actions, like invoices, work orders, contact creation and bank details before anything is processed or finalised.

To get started, you’ll first need to set up an approval workflow type for each workflow at the billing group level. Once that’s in place, you can create specific multi-stepped approval workflows for different approval types.

Set up Approval Workflow Types at the Billing Group Level

Each approval workflow must be linked to a workflow type, and those types are created and managed at the billing group level. Simply navigate to Settings > Automations > Approval Workflows to get started. 

Creating a new workflow

1. In the Workflows area, click Create New Workflow

2. Name your approval workflow type (e.g., “Invoice Approvals” or “Work Order Approvals”)

3. Add a description if you wish

4. Select the type of approval this workflow will support:

   • Invoice Approvals

   • Work Order Approvals

   • Contact Approvals

   • Bank Details Approvals - coming soon

5. Select which company or companies this workflow applies to

6. Click Create and save

From here you can start adding workflow steps to this approval type.

Manage Team Approvals

The Team Approvals feature allows you to assign approval responsibility to a team rather than a single person. With Team Approvals, any member of the assigned team can complete the approval step, making workflows faster and more flexible.

Setting Up Team Approvals

1. Click Manage Teams on the Worklows area

2. Click the Create a new team button

3. Give your team a name, e.g. “Finance Approvers”

4. Select which companies this team applies to

5. Choose to either add specific users to include in this team, or use rule based criteria to add people to the approval team based on their user role and/or their business role

6. A user preview is shown below with a list of people included. Check this list and refine by excluding individuals that aren't needed 

7. Click Create and save

Note: you can edit the team at any time.

Assign a Team to an Approval Workflow

1. Go to Approval Workflows.

2. Choose an existing workflow or create a new one.

3. In any approval step, when selecting the Approver, choose the team in the dropdown list

4. Click Save Step.

Approving as a Team Member

• When an approval step is assigned to a team, all team members will receive a notification (email and/or in-app).

• The approval task appears in the dashboard and “My Approvals” list for each team member.

• Any member can review and approve.

• Once one member approves it, the approval is complete; there's no need for anything else from others on the team

Manage your workflows

You can access and manage draft and published approvals from a centralised workflows area by navigating to Settings > Automations > Approval Workflows. To edit or delete one of your workflows, simply click the three-dot icon at the end of the workflow you wish to edit. 

User Permissions

Only users with the right permissions can create or manage approval workflows.

• Admin users will automatically see the Approval Workflows option under Settings > Automations section

• If you don’t see this option, it likely means your role doesn’t have access

To grant access to other user roles:

1. Go to Settings  > Company & Users > Maintain User Roles

2. Select the role you want to update

3. Under Settings Permissions, enable Has access to approval workflows.

4. Save your changes

Once enabled, users in that role will be able to view and manage approval workflows.