Use Case: Approval by Department

In this use case, each department manager in the company approves all the invoices that flows through their department.

I. How to set up?

1. Go to Settings > “Approval & Expenses” tab
2. In the “List of Users/Approvers” table you can set up approvers for each department (screenshot below)
   • Click “+Add approver” below the table. Enter a short name of the department in the 1st column and enter the department manager’s email in the 2nd column.
   • Click “save changes” just under the table. Once saved, EzzyBills will generate a unique “Upload Email” for each department.
   • Repeat the steps above for each department.

Please note that in the table above, only one approver per department is listed. If more than one person is required to approve, such as the CEO needs to approve if the amount is over $5000, you can “Enable Approval Workflow” in the Settings to add additional level of approval. Find out more

II. For employee: how to use it

For employees,  to upload invoices & receipts, either

• forward the invoice/receipt to EzzyBills “Upload Email” that is generated in the table above.
• use the EzzyBills Mobile App (see below for more details) to scan paper invoices or receipts

How to use the EzzyBills Mobile App to scan receipts?

1. Search “EzzyBills” to down and install EzzyBills Mobile App. Login using QR codes, which should have been sent to you by your EzzyBills admin.
2. Click the “Gear Box” – add Alias Name, which is the “Name” field in the List of Approvers table in EzzyBills Settings, for that department (eg. Finance)
3. (back on the main page) click “Scan Now” to scan receipts using EzzyBills App.
4. This will send the invoice to be approved by the department head (listed in the “Approver Email”)

III. Approval by department managers

The manager of a department, whose email address is specified in EzzyBills, will receive an email to approve expenses. A sample email is provided below. Option to approve by one click of “Approve”, or click “Modify” to modify any data. Or click “All my approval” link below the buttons to open up a web portal to manage all approval requests to you.