Use Case: Department Leader, CFO and CEO Approval based on amounts

In this use case, a business has different approvers based on the invoice amount.

For example, the department leaders (for instance, the finance department leader) will approve all the invoices within their own team.

But in addition to this,

• for invoices that are over $1000 the CFO will also approve them, and
• for invoices that are over $5000, the CEO will approve them.

I. Set up Departmental Approvers in EzzyBills

1. Go to Settings > “Approval & Expenses” tab
2. Scroll down, in the “Expense Approval Tables” > Go to the “Departmental Approvers” tab and you can set up approvers for each team/department (screenshot below)
   • Click “Add a New Row” in the upper right corner of the table. Enter a short name for the department in the Name column and enter the leader’s email in the Approver Email column. Click on the green tick to finish. 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 team 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 levels of approval. This is explained further below.

II. Set up two-level approval workflows for CFO and CEO

1. Go to your EzzyBills Settings and click the “Approval & Expenses” tab at the top.
2. Tick the “Enable Approval Workflow”. Tick “Two level approval”.
3. Provide the default approver emails for level 1 and level 2 (screenshot below): the CFO’s email being the 1st-level approver and the CEO’s email being the 2nd-level approver.

III. Create approval rules based on invoice amounts

1. Click on “Workflows” on the left side menu of your EzzyBills account
2. Click the “XEROBILLS APPROVE LEVEL2″ Workflow

 

3. You will see the Workflow Panel and the Tasks on the left side. Double click on the “Submit Approval1” in the Workflow Panel

4. We see a list of approval scenarios. Click on the top rule, “If invoice amount > ? then send for approval”. Input the amount threshold desired. For this example, we will put 1000. If the invoice amount is greater than $1000, an approval email will be sent to the CFO. Press Okay, then Save when done.

  5. Now back to the Workflow Panel, go down (click and hold to pan in any direction) and double click the “Submit Approval2″ task. Approver 2 in this case is the CEO.

6. Mostly the same with #4, click on the top rule, “If invoice amount > ? then send for approval”. Input the amount threshold desired. For this example, we will put 5000. If the invoice amount is greater than $5000, an approval email will be sent to the CEO. Press Okay, then Save when done.

 

IV. 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” in the App store to download 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 Departmental 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”)

V. Approval Requests

For each document uploaded:

• Based on email alias or the Alias setting on EzzyBills Mobile App, the corresponding department head will receive the email approval first.
• After the department head has approved, the CFO will receive the approval request if the amount is over $1000.
• After the CFO has approved, the CEO will receive the approval request if the amount is over $5000.

A sample email is provided below. Option to approve by one click of “Approve”, or click “Modify” to modify any data and then approve. Or click “All my approval” link below the buttons to open up a web portal to manage all approval requests to you.