03. Email Approval

Email approval provides a convenient way for managers to review and approve invoices directly from their inbox without logging in to EzzyBills.

I. How to Specify Approval Email Addresses

There are multiple ways to define approvers. Choose the method—or combination of methods—that best suits your workflow:

Option 1: Manual Assignment per Document

• Setup: On the dashboard, on the top of the upload table, click Waiting Approval. Select a document and click Email Approval to specify an email address and send the request.
• Best For: Scenarios where approvers vary and must be selected manually by an account administrator.

Option 2: Default Approvers in Settings (1 or 2 Levels)

• Setup: Go to Settings > Approval & Expense. Check Create Approval Workflow and enter email addresses for Default approver email and/or Level-2 approver email. Click Save Settings.
• Best For: Organizations with fixed, pre-determined approvers for first- and second-level sign-offs.

Option 3: Workflow Task Settings

• Setup: Go to Workflow / Agents and open your workflow. Click any Submit Approval# task and set the email address in the Default approver rule. This can be configured independently for each approval level.
• Best For: Workflows where each approval level has a dedicated, fixed approver.

Option 4: Expense Approval Tables

• Setup: Go to Settings > Approval & Expenses, scroll to the Expense Approval Tables, Add Approver under the approperate tab.
• Best For: Corporate credit card expenses, employee expense reimbursements, and department-based routing.

II. How Approvers Process Requests

Approvers receive an email request for each document without needing to log in. Each notification is a smart email that displays real-time approval status at the top, which updates automatically once an action is taken.

Email Action Buttons

• Approve: Approves the document and proceeds to the next task of your workflow.
• Reject: Rejects the document and ends the workflow by default. (Note: You can allow rejected documents to be re-evaluated by setting up a Reject Workflow—see Section V below).
• Modify / All Approvals: Opens the All My Approvals web tab with the specific invoice highlighted, allowing the approver to review or modify invoice data.

III. How to Customize Approval Emails:

If you do not need to send full invoice details to the approver, you can customize the appearance and content of the approval email.

1. Go to Apps > EzzyBills Apps > Customize Approval Email Template.

2. Under AI Mode, enter your custom prompt. (See example below)

3. Click Create Template.

Below is an example of an approval email generated using this custom template (where EB-Procore represents the EzzyBills account name):

IV. Approval Reminders & Resend Frequency

By default, if an approval request is not acted upon, EzzyBills resends the email once a week for up to two months.

To change reminder intervals, go to Settings > Approval & Expense > Approval Resend Frequency.

V. Handling Rejected Documents

By default, once a document is rejected, the workflow ends and the invoice is not processed further.

However, if you want to allow suppliers or approvers to correct and re-process a rejected invoice, you can create a dedicated workflow named REJECT WORKFLOW (see screenshot below for an example).

Once configured, any rejected invoice is automatically routed to this workflow where it waits to be reviewed or approved again.