Approval Workflow for Expense

An approval workflow is a step-by-step process where a request (like an expense, Manual entry) is reviewed and approved by the right people before it’s finalized.

Step 1: Click on the profile Icon

Step 2: Select admin settings

Step 3: Select Approval workflow

Step 4: Click on the new button

Step 5: Select expense in the approval module

**Step 6: Add the title name in the Approval name

Step 7: Choose Employee, Team or All Employees

Step 8: Add in Configuration

Parameter: Expense amount (Represents the total amount of the expense)

Project (Identifies the matter or project associated with the expense)

Mode Of Payment (Specifies the payment method used for the expense)

Expense Type (Defines the type of the expense)

Step 9: Add in parameter as per the requirements accordingly

Step 10: At Who can approve?

Select Auto Approval (If it should be auto approved)

Select Auto Reject (If it should be auto rejected)

Select Configure Approvers(If there are multiple approver's as per the hierarchy)

We can have two level approvers as per your requirements

Step 11: Default

Select Auto Approval (If it should be auto approved)

Select Auto Reject (If it should be auto rejected)

Select Configure Approvers(If there are multiple approver's as per the hierarchy)

We can have two level approvers as per your requirements**

Step 12: Click on the dropdown and select expense

**In essence, the distinction between “Default” and “Who can approve” lies in the order of evaluation: once an expense is submitted, the system first evaluates the Default approval criteria; only if those aren’t met does it move on to check the Who can approve rules.

How Approval Logic Works: **➤ **Once the approval workflow is in place, the system evaluates and processes requests using the following logic:

If multiple workflow configurations exist, the system evaluates them in order. If one parameter fails, it checks the next condition in sequence similar to an else-if block. ➤ **If all approver-specific configurations fail, the request defaults to the Default configuration. ➤ If the requester is also the approver and only one approver has been added to the workflow (e.g., a custom approver with the same name as the requester), then the default case will be triggered.

➤ If a workflow has multiple approvers and the requester is also listed as an approver, the system will automatically skip the requester and route the request to the next valid approver in the sequence. ➤ If Reporting Manager is set as the approver but the user has no assigned Reporting Manager, the system will use the Default configuration. ➤ **If Team Manager is configured:

>> and the requester has a Team Manager in any of their teams, the request goes to them.

>> but no Team Manager is found, the system uses the Default configuration. **➤ **When the flow is defined as: Reporting Manager → Team Manager → All Admin:

>> If the user has no Reporting Manager, the request skips to Team Manager.

>> Once any one Team Manager approves, the request is passed to All Admin. ➤ **If All Admin is selected and the requester is also an Admin, the request is sent to another Admin for approval. ➤ **The system prevents creating a new approval flow with the same name as one that was previously deleted.

View Approval Requests: ➤ **When an employee submits a request that matches any of the configured conditions, the system will automatically generate an approval request under the Approval Requests section. ➤ For a visual walkthrough on how the approval workflow works, please refer to the Approval Workflow Guide: Overview Approval Request

Updated on: 24/07/2025