An approval flow ensures that each invoice gets reviewed an approved by the correct people within your organisation ensuring a full audit trail and any issues are spotted and resolved.
Overview
An approval flow is a sequence of review steps that an invoice must pass through before it is considered approved. Each step is called an approval state, and the rules governing how an invoice moves between states are called approval constraints.
Approval Groups
Each approval state can be assigned an approval group — the set of users who are eligible to review and approve invoices at that step.
Constraints
The steps an invoice go through are governed by approval constraints. When an approval state is approved, the constraints associated with that state are evaluated which dictates which state and reviewer it goes to next.
Constraint Examples
| Field | Description |
| Invoice total | The invoice's gross total, converted to the organisation's reporting currency (or USD if currency conversion is not enabled). Use this field for value-based thresholds. |
| Matter budget | Whether the matter is under or over budget. Use this field to build additional review steps for over budget matters or auto-approve invoices under budget. |
| Matter folder | The folder the matter belongs to. Use this field to build workflows based on your folder structure, typically based on your organisations departments. |
| Custom matter attribute | The custom matter attributes you've built in Apperio. |
| Custom invoice attribute | The custom invoice attributes you've built in Apperio. |
Auto-Approval
Workflows can be built that automatically approve invoices if they meet certain criteria. Typically this is used for low value invoices so long as the matter is under budget.
Workflow configuration
During onboarding, the Apperio team will consult with you to design the perfect workflow for your organisation and goals.
This will then be implemented by our Apperio Support team before being tested during your UAT phase.
Workflows can be amended at anytime by contacting support@apperio.com
Example Workflows
Basic flow with $100,000 threshold
Folder split flow
Auto-approval flow