Make your business more efficient by sharing responsibilities with your team while still maintaining control over payment approval. Payment approval workflows control which payments require authorization before money leaves your account.
Important Note:
- Self-approval: To maintain security, a user cannot approve a payment they scheduled themselves.
- Existing payments: Payments scheduled before setting up the approval workflow won’t require approval.
The article contains the following sections:
Available criteria for payment approval workflows
You can tailor payment approval workflows using the following conditions:
- Payment scheduler: Require approval based on who scheduled the payment.
- Payment amount: Require approval when a payment is more than or equal to, or less than or equal to, a set amount.
- Payment vendor: Require approval when a payment is sent to a specific vendor.
You have to select a specific user or users before setting up the amount or vendor criteria.
Setting up payment approval workflows
You can set up a payment approval workflow from two places: the Approvals tab or Settings. The steps below cover both options.
1- Sign in to your account.
2- In the Pay dashboard, select the Approvals tab.
3- Select Manage workflows. You'll be taken to the Settings page.
Alternatively, you can set up a payment approval workflow directly from Settings. To do this, select Settings, then under the Company section, select Approval workflows.
4- In the Approval workflows settings, select Add workflow.
5- On the Add a payment approval workflow page, set the specific payment scheduler (one or multiple) that requires approval.
6- (Optional) Select +Add condition to set the additional criteria for when a payment requires approval. You can set it according to payment amount or payment vendor.
- Setting payment approval according to payment amount
This allows you to set payment approval for when a payment is a certain amount.
a. Select payment amount is from the dropdown list.
b. Choose either More than or equal to or Less than or equal to from the dropdown list.
c. Enter the amount.
- Setting payment approval according to payment vendor
This allows you to set payment approval for when a payment is sent to a specific vendor.
a. Select vendor is from the dropdown list.
b. Check the box next to the vendor/s you would like to set.
7- To set more than one condition, select + Add condition. For example, you can require approval for payments over a certain amount scheduled by a specific user.
8 - To delete a condition, select the Delete icon next to the condition you would like to remove.
9 - Under Then do this, choose who needs to approve the payment. The chosen team members will be notified whenever there is a payment waiting for their approval.
To maintain security, a user cannot approve a payment they scheduled themselves.
a. Check the box next to the selected approvers. You can select up to 3 approvers per step.
b. To add an additional level of approvers, select + Add step. You can add up to 3 steps in total.
c. Select an additional approver from the dropdown list.
10- Once your workflow is set up, select Save workflow at the bottom of the dashboard.
That's it! The payment approval workflow has been added and will apply to any new payments that match the workflow's conditions.