04. Batching Approval Emails

By default, EzzyBills sends one approval email per invoice. To reduce notification volume, you can enable email batching to consolidate multiple approval requests into a single summary email.

I. Enable Approval Email Batching

Batching is enabled directly within a workflow.

1. Go to the Workflow / Agents page, locate your workflow, and click View/Edit.
2. Find the Submit Approval # task and click the Settings (gear) icon.
3. Select one of the following three batching rules and click Save:

• Option 1: Daily/Interval Batching Rule: Enable batching of approval emails (batch period) ? day(s) Enter the desired number of days (e.g., 1 for daily batching). The batched summary email is sent once the set period has elapsed after the first approval request is generated.
• Option 2: Weekly Schedule Batching Rule: Enable Weekly email approval batching (day:24hour) Enter the day of the week and hour in 24-hour format (e.g., Friday:16). EzzyBills will send a batched email request every week at the specified day and time based on your account’s time zone (configured in EzzyBills Settings).
• Option 3: Manual Batching Rule: Enable batching of approval email? (yes/no) Enables manual batch triggering. From the Dashboard, select multiple invoices and click Email Approval to manually group and send them.

II. How It Works

When email batching is active, single approval emails are not sent immediately. Instead, EzzyBills holds notifications until the end of the specified batch period.

• When the approver clicks the Batch Approve/Modify link in the summary email, they are directed to the All My Approvals web page to review and process all pending invoices at once.
• Example: If the batch period is set to 1 day, the approver receives a single summary email 24 hours after the first invoice enters the approval queue.

Notes:

• Approvers can still log in to EzzyBills and approve pending invoices via the All My Approvals tab at any time before the batched email notification is sent.
• A batch email is only generated if there are pending approvals.

How to Send Batched Emails Immediately

To bypass the scheduled wait time and trigger pending batch emails right away:

1. Log in to EzzyBills.
2. Go to Apps > Send All Batched Email.
3. Click Start.