Approvals

The Approvals setting in CrewCost allows you to configure an approval process for expenses and bills. You can require approval for all transactions or only when a preset policy condition is met, control whether items can be edited after being routed for approval, designate employees who can bypass approval requirements, and assign default approvers.

Access the Approvals Settings

Navigate to the Approvals settings page to begin configuration.

1. Click Settings in the left sidebar dropdown.

2. Select Other.

3. Click Approvals.

Configure Approval Process, Preset Policy and Edit Permissions

Activate the approval process to require that expenses and bills go through an approval workflow before being processed and configure a condition under which approval will be required.

1. Select Yes under Add approval process to all expenses and bills?, if you wish to apply this process to all expenses and bills.

2. Select Yes under Apply a preset policy?, to expand the policy options.

3. Select the condition type in the first dropdown:

   • Amount Greater Than Limit: Approval is required when the amount exceeds the defined limit.

   • Amount Greater Or Equals The Limit: Approval is required when the amount meets or exceeds the defined limit.

4. Enter the dollar amount that defines the limit in the field to the right of the dropdown.

5. Select one of the following options under Allow edits to expenses or bills after they're routed for approval? field:

   • Never: No edits are permitted once routed.

   • Always: Edits are permitted at any point during the approval process.

   • Only before the last person approves the bill: Edits are permitted until the final approver acts.

Allow Management Overrides and Add Default Approvers

Designate specific employees who can bypass all approval requirements and assign up to three default approvers who will automatically be assigned to all new expenses and bills.

1. Select Yes under Allow management overrides?, to expand the override options.

2. Click + Add Management Override to add one or more employees to the override permissions list.

3. Select the employee who will have override permissions in the Select approver dropdown.

4. Click + Add Approver under Default approvers (optional) to add up to 3 approvers to the list.

5. Select the desired approver in the Select approver dropdown that appears.

6. Click the delete (trash) icon next to their name to remove an approver.

7. Click Save in the bottom-right corner of the page to apply all changes made.

All configured approval rules will be applied to new expenses and bills from this point forward. Any expenses or bills created before saving these settings will not be retroactively affected. Review your approval configuration periodically to ensure it reflects your company's current requirements.

See Also

Keep exploring our platform by taking the next step:

• Choose an Accounting Method: Learn how to select the accounting method that matches how your business records revenue and expenses.

• Recurring Transactions: Automate journal entries and expenses that repeat on a defined schedule.