Use Case: Finance team to approve, then one of the managers

In this use case,

• A finance team member will approve first and they will login to EzzyBills to approve. During the approval, they will set the next approver, one of the three managers in the company.
• Each manager will receive an approval email for each invoice, where they can review and approve.

I. Set up two-level approval workflows

1. Go to Settings and click the “Approval & Expenses” tab at the top.
2. Tick the “Enable Approval Workflow”. Tick “Two level approval”.
3. Do not provide any default approver emails.
4. Tick “Set Account Codes Before Approval” (screenshot)

II. Create 3 workflows, one for each manager

Follow these steps to create and configure three new workflows, each with its own approver.

1. Create a New Workflow

1. Go to Workflows.
2. For the first (active) workflow in the list, click the dropdown arrow to the right of View/Edit
3. Select Duplicate (screenshot)

2. Configure the Workflow

1. Once the duplicate is created, click the pen icon to rename to “Steve”.
2. Inside the workflow, locate the task Submit Approval 2 (click mouse click and hold to pan to see all tasks of the workflow).
3. Double click it to open the settings (screenshot)
4. Enter the Default Approver (by locating the approval rule for the default approver and enter the email address – screenshot).
5. Click Save Settings

3. Repeat for Other Approvers

Repeat the steps above to create and configure two more workflows:

• Rename the second workflow to Sam and set Sam’s email as the approver.
• Rename the third workflow to Sarah and set Sarah’s email as the approver.

✅ After completing these steps, you will have three workflows set up, each assigned to its respective approver: Steve, Sam, and Sarah.

III. The approval process

Follow these steps if you are a Financial Team Member:

1. Log In

• Sign in to your EzzyBills account.

2. Access Approvals

• From the Dashboard, click All My Approvals. (screenshot)

3. Review Pending Invoices

• Go to the Waiting Approval tab.
• Select the invoice you want to review.

4. Approve or Reject

• On the right-hand column, click Approve/Reject. (screenshot)

5. Modify Workflow (if needed)

• Check or adjust the Invoice Switch Workflow.
• Click Save once changes are made. (screenshot)

6. Complete Approval

• After saving, confirm by clicking Approve.

• On the next window, review/modify invoice data

IV. Approval by the managers

After the financial team has select a manager and approved the invoice, the approval will be sent to the manager by email.

Each manager can choose to

• approve one invoice per email.
• Or on the bottom of each email request, click “All my approval” link below the buttons to open up a web portal to manage all approval requests to the manager.

Notes: If the financial team forgot to choose the manager during approval, it can be chosen this way: go to “Waiting Email Approval”, find the invoice that is waiting for 2nd approval without email sent. Select it and click “Email Approve” on the top to email to anyone to approve.