EzzyBills expense approval user guide

Watch expense approval tutorial video

Summary of expense approval features

EzzyBills offers Approval workflow for bills and expenses, and many other document. When this function is enabled in EzzyBills Settings or set up in a workflow before the exporting task, your document will wait for approval before being exported.

You will have options of

  • Approve on our web portal, or email approval
  • Work seamless with Xero, QuickBooks &  many other accounting and job/inventory software.
  • Allow for multiple levels.
  •  Allow for multiple workflows.
  • Option to set approval rules to enable us to determine approvers automatically

Expense approval use cases – setup user guide:

1. Enable single or two-level approval workflow

Click Settings > Approval & Expense:  tick the Enable Approval Workflow. Click Save Settings. You have option to choose single-level or two-level (2-people) approval process. For two-level-approval, the 2nd approval happens after the 1st-level approval is finished. You can provide the default approver emails for level 1, or level 2, or both if you already know who they are.

Click the “Workflow” main menu, you will see the active invoice workflow in the middle, containing approval tasks (two for each level: Submit Approval#, and Approved#, where # is the level number).  If you cannot see the approval tasks in the active workflow, you will need to manually create them, following instruction below for setting up level 3 and level 4 approval.

Notes:

  • If default approver is provided, we will email default approver automatically (a sample approval email)
  • The approver will simply click a button in the email to approve or reject, or modify & approve (approval email functions) . The email body has a status indicator to indicate whether it is done. At the end of each approval email, there is “All my approval” link to view/approval all approval requests.

If default approver is not set, the account admin will need to: login, click “Search/Approve” > “Wait for Approval”  (screenshot……

2. Enable approval with three or four levels

If two-level approval process is not enough, you can add a 3rd and 4th level of approval workflows following instruction here:  build 3rd and 4th level approval custom workflow.

3. Construct approval rules to save time

To save time, you can set approval rules so that the approval email requests will be sent out automatically.

Find out More on setting approval rules

4. Use "List of Users/Approvers" table alone

In EzzyBills Settings > “Approval & Expenses”, you will find the “List of Users/Approvers” table.

This table can be used to set up exployee expense claim, or company credit card expenses. Or set up approvers for a business unit.

In this screenshot above:

  • Line 1 (Name: steve) is an example of “employee expense claim”.
  • Line 2 (Name: finance) is an example of departmental head approval.
  • Line 3 (Name: bank) is an example of business bank account expenses.
  • Line 4 (Name: creditc) is an example of business credit card account expenses.

To use it:

  • email invoices to the “Upload Email” or
  • scan receipts with EzzyBills Mobile App (put the Name column data in the “Alias Name” in Settings)

Find out more on List of Approvers and Email Extension (i.e. Email Alias)

Note:

The table can be used for many purposes:

  • Spend Money transactions

(screenshot above: the entry with Name “bank” or “creditc” are examples)

Find out more at Process receipts as Spend Money (To Xero via phone app), or process receipts as Expense Receipts (To QuickBooks via phone app), Process receipts as Spend Money (To MYOB via phone app)

  • Employee Expense Claim

(screenshot above: the entry with Name “steve” is an example – where Steve’s manager’s email is put as Approver Email)

Find out more on Employee Expense Claim using EzzyBills Phone App

  • setting the approver for each business group, etc.

(screenshot above: the entry with Name “finance” is an example of use the table to process bills/expenses for the finance department)

5. Use "List of Users/Approvers" table with "Approval Workflows".

If “List of Approvers” are set and the “Enable approval workflow” setting is off:

  • A very simple case. The table will be used solely to determine whether an approver is required and who it is.

If “List of Approvers” are set and the “Enable approval workflow” setting is also on

  • By default, the “approver in the table” will approve the invoice first, then it will go through the “approval workflow” for further approval.
  • You can explicitly turn off the further approval in the “Approval Workflow” (how to bypass “Approval Workflow” for “List of Approvers”).
  • You can change the order of approval (not to get “approver in table” to approve first and let “approver in table”  to approve later in the “Approval Workflow”)

6. Approve invoices on the web portal, or manually send out email approval requests

EzzyBills account Admin can login EzzyBills web portal to

1. approve any invoice by yourself

  • After login, click “Search/Approve“, then “Waiting for Approval”.
  • If an invoice has not been emailed out for approval, simply click Approve on the line for that invoice (you will have option to view/modify)

  • If an invoice is waiting for email for approval, you can override it – select the invoice by clicking the select box, then click the Cancel button (screenshot below). Then click Approve on the line (screenshot above).

2. email out approval request to someone else in the company

  • After login, click “Search/Approve“, then “Waiting for Approval”.
  • select the invoice (tick the select box), click Email Approval – see screenshot below, then type an email address (or choose from a list) to email an approval request.

  • if the invoice is waiting for email approval, you can override default approvers or approval rules (such as:  the approver is sick and temporarily unavailable).

select an invoice, then click “Cancel” (screenshot above). Then either (1) click Approve on the line to approve by the Admin person, or (2) tick the box to select, then click Email Approval out to someone else in your company.