There may be scenarios where you’ll want a bill or payment to go through an approval process with multiple team members before it’s authorized. Settle allows you to define two types of approval workflows:
Bill-specific approvals (tied to an individual bill), to ensure the legitimacy of an bill awaiting payment — jump to Setting up an approval flow for a specific bill.
Global approval rules (applied to all payments based on defined criteria), to provide visibility and control to those monitoring accounting and the movement of money within your organization — jump to Defining a global approval rule.
Note: Approval workflows are available exclusively on accounts with Pro, Premium, and Enterprise subscriptions.
Defining a global approval rule
Navigate to Settings > Rules. Click Add new rule.
Add a descriptive name for your new rule.
Select approval type: Payment approval or Bill approval
Payment approval rule
The payment approval process ensures that all payment details are accurate and verified before any payment is made to the vendor.
Define limits and rules. You can define approval conditions based on
Dollar amount of the payment
The payment request submitter
The receiving vendor
Steps can be defined sequentially by clicking Add approval step, and steps can be deleted by clicking on the trashcan icon next to each step.
Save rule when you're done.
Tip. If you want all payments to be approved, set the conditional Amount value to $0.
Bill approval rule
The Bill approval process ensures that all bill details are accurate and approved before any payments can be scheduled.
Define limits and rules. You can define approval conditions based on
Invoice amount
Bill submitter
The receiving vendor
Steps can be defined sequentially by clicking Add approval step, and steps can be deleted by clicking on the trashcan icon next to each step.
Save rule when you're done.
Setting up an approval flow for a specific bill
Login to your Settle account and either add a new bill, or navigate to the desired bill by selecting Bills in the lefthand navigation menu.
Select the bill, then click the Request approval at the top of the invoice screen.
3. Follow the prompts to select your approval criteria, then select Request approval to initiate the approval process.
4. Once sent for approval, you’ll be able to track the status of your bill with the status indicators and by checking the audit trail for a bill.
Tip. You can assign the same approval flow to multiple bills at once by navigating to the Bills page and hovering bill until a checkbox appears. Select multiple bills, then click the Request approval button at the top of the screen. Only bills with both a vendor and invoice amount filled in will be included in this bulk action.
