User Approval Rules

Create and manage rules that govern the approval process for work orders, estimates, invoices, and quotes. By defining these rules, you ensure the involvement of the right individuals in the approval process based on specified criteria, enhancing accountability, and efficiency in financial transactions.

View active rules

The following data displays in the smart table:

• Name: Displays the rule name.

• Approval type: Specifies the type of approval, such as Estimate, Invoice, or Quote.

• Approval level: Indicates the required level of approval, such as First-level, Second-level, and so on.

• Criteria value: Shows the specific criteria applied to the rule.

• Status: Indicates if the rule is currently active or inactive.

Create rule

Create a rule to control the approval process workflow and maintain consistency across estimates, invoices, and work orders.

1. On Admin > User Approval Rules, click New.

2. Enter the details:

   • Name: Enter a name for the rule.

   • Description: Provide a description for the rule's purpose.

   • Approval type: Choose one of the following:

     • Estimate: Specific to cost estimates.

     • Invoice: Approvals related to invoices.

     • Quote: Related to service or product quotes.

   • Approval level: Select the approval required, such as First-level, Second-level, and so on.

   • Status: Select whether the rule is Active or Inactive.

3. On the User(s) section, click the plus sign to select the users the rule applies to.

4. On Rule builder, click the plus sign to add one or multiple criteria values:

   • Account code: Select based on the account codes used in the organization to track financial transactions.

   • Asset category: Select criteria by asset category and subcategory.

   • Capital budget: Select capital budget allocations. Selecting capital budget allocations is crucial for effectively managing and planning long-term investments and expenditures.

     Client: Define criteria based on specific client accounts.

   • Finance code 1, Finance code 2, and Finance code 3: Choose from predefined finance codes, such as billing or project codes, to categorize transactions.

   • Organization: Define rules based on different organizations.

   • Service provider: Select external or internal service providers, ensuring the rule applies only to relevant ones.

   • Site: Select one or more sites where the rule should apply to.

   • Site attribute: Select among site attributes, such as Building type.

   • Site type: Select from types like warehouses, retail sites, or offices.

   • Work order cost: Set rules based on the projected or actual costs of work orders by completing the Minimum value and Maximum value fields.

   • Work order type: Select different types of work orders, such as Call request or PPM.

   • Work order billing type: Use for invoice-specific approvals based on work order billing type, such as PPM, Quote, and others.

     This option only appears when selecting Invoice in the Approval type option.

5. Click Save.