Enable workflow approval rules

Summary

If you have enabled Approval Workflow in your EzzyBills Settings, you can configure Approval Rules to control how invoices move through the workflow.

Accessing Approval Rules

• Log in to your EzzyBills account.
• Click the Workflow menu.
• In the active workflow diagram (middle box), click on a Submit Approval 109 task.
• A list of available Approval Rules will be displayed. (screenshot)

Using Approval Rules

• Select the rules you want to apply.
• For each rule, enter Yes, No, or specific values (such as an amount or keyword).
• Important: Rules are combined using AND logic, not OR. This means all conditions must be true for the rule to apply.

Example 1: Approval Based on Amount

Use case:

• If the invoice amount is ≤ $1,000, it is approved by steve@abc.com. (screenshot)
• If the invoice amount is > $1,000, it is approved by sarah@abc.com. (screenshot)

➡️ Set up two rules: one for invoices ≤ $1,000 and one for invoices > $1,000.

Example 2: only need approval when the amount exceeding a value

Use case:

• If the invoice amount is > $1,000, it must be approved by sarah@abc.com.
• If the amount is ≤ $1,000, no approval is required at this level.

➡️ Use a single rule that applies only when the invoice amount exceeds $1,000. (screenshot)

Example 3: Bypass “Approval Workflow” for invoices uploaded to those “List of Approvers”

Use case:

• Normally, invoices first go to the approver listed in the List of Approvers table, and then continue through the Approval Workflow.
• If you want to bypass the Approval Workflow entirely for invoices assigned to someone in the List of Approvers, configure a rule for this workflow task.
• For a two-level Approval Workflow, you must configure the rule at both levels.

➡️ Use the provided syntax when editing the rule. (screenshot)

Example 4: Skip if the approver has already approved this invoice

Use case:

• If the approval chain is complex, the same approver might otherwise be asked to approve the same invoice multiple times.
• To prevent this, add a rule to skip the task if the approver has already approved the invoice.

➡️ Set the rule by entering Yes. (screenshot)