00. EzzyBills Approval Workflow

Overview

EzzyBills offers a flexible, automated approval workflow designed to ensure complete control and accuracy before documents are exported to your accounting or management software.

Incoming invoices and receipts can be automatically routed to designated managers, purchase order creators, job sales person, etc. via email, allowing approvers to review transaction details, inspect original attachments, and edit extracted data directly. By streamlining multi-tiered sign-offs, such as Project Manager or line-item approvals, EzzyBills prevents unauthorized processing, maintains a clear audit trail, and eliminates manual data entry bottlenecks across your organization.

Automate Your Approval Process with EzzyBills

Get started: Enable Approval Workflows

By default, document approval is not enabled, meaning uploaded invoices are exported to your accounting or management software without review.

For management software users, please refer to “set up multiplevel approvals” to add approval workflow. For accounting software users, to enable the approval workflow:

1. Go to Settings > Approval & Expense.
2. Check the Create Approval Workflow box.
3. Select either a single-level or two-level approval process:
   • Single-Level: Requires approval from one designated person.
   • Two-Level: The second approval request is sent automatically after the first-level approval is completed.
4. (Optional) Enter default approver email addresses for Level 1, Level 2, or both. If email addresses are provided, approval requests are emailed directly to those approvers. If no emails are provided, approvers must log in to EzzyBills to review and approve documents.
5. Click Save Settings.

Set Up Multi-Level Approvals (3 to 5 Levels)

EzzyBills supports up to 5 levels of approval. To set up a workflow with 3 or more levels:

1. Go to Settings > Approval & Expense.
2. Check Create Approval Workflow, select Two Level Approval, and click Save Settings.
3. In the left-hand menu, click Workflow / Agents.
4. Locate the two-level approval workflow and click View/Edit to duplicate it.
5. In the Copy of the workflow pop-up window, rename the workflow (e.g., 5-Level Approval).
6. In the Tasks panel on the left side of the workflow editor, type appro to filter available tasks.
7. Drag and drop the matching pair of Submit Approval# and Approved# tasks into the desired positions within the workflow.
8. Repeat Step 7 for each additional approval level required.
9. Click Save in the top-right corner above the workflow canvas.

You have now created a multi-level approval workflow and can proceed to set up custom approval rules for each level.