How to route expenses to certain approvers based on amount, category, etc.
In addition to creating warning and blocking rules to enforce your expense policy, you can build logic that routes certain expenses to an approver based on amount, user, Team Field, Expense Field, expense type (corporate card or reimbursable), and category.
The standard approval workflow allows you to assign both an administrator (final approver) and an optional manager, who can gives each expense a “first pass” before it makes its way to the final approver.
Your team should use Approval Routing rules if you'd like certain expenses to be routed to the Inbox of a particular Manager, or Managers, prior to Admin review. With approval routes, you’re able to add additional checks and balances to your approval workflow, based on expense criteria that you select. The primary use cases for Approval Routes are to:
- Reassign certain expenses to a new manager
- Add additional managers to certain expenses for additional review
Approval routing rules can be used to assign any number of reviewers to expenses, based on criteria that you can specify. Once these rules are in place, expenses will be routed to the specified approver first. When an expense is waiting on this approval, it will appear in the Pending section for other Admins.
Note: If you prevent people from approving their own expenses, make sure you don't create an Approval Route that routes someone's expenses to themselves. The expense will get stuck in limbo!
Also Note: If the approver is both a manager and an admin, his or her approval will be final and the expense will just require one layer of approval.
Here's how it works:
1. Check this box if you would like expenses routed to a user’s primary manager before routing rules take effect. This box is default unchecked. Leaving the box unchecked will let the expense divert the user’s primary Manager, and instead be routed according to all rules that match the expense details. If the box is unchecked, and an expense does not qualify for any of the approval routes, it will still be reviewed by the approver’s Manager.
Click “Add” on the Routing Rule module
2. Select the approver. This is the manager or admin who will receive the expense in his or her inbox first, if these criteria are met.
3. Route expenses for. This is the who the rule applies to. You can choose everyone, a particular user, or a certain custom Team Field like Department or Location.
4. Expense source. Choose between every expense, corporate card expenses or reimbursable expenses only.
5. Amount greater than. This is the expense amount above which the expense is routed to the approver.
6. Expense Tags. Choose a custom Expense Field that will determine the approver. Expenses with this field will be routed to the approver you specify.
7. For expenses categorized as. Select a category to determine approval routing. Expenses with this category will be routed to the approver you specify.
In the above example, every expense from the Customer Success team above $500 will be routed for Omar for approval.
Prioritizing order approval routing rules
You might have expenses that meet the criteria of two routing rules. For example, an $800 expenses would meet the criteria for two rules: expenses over $500 go to Stephanie Tanner, and expenses over $750 go to Kimmy Gibbler. In this case, the expense will go to both approvers, following Top Down logic.
To change the order of the approval routing rules, drag and drop the rules by clicking on the blue grid to the left of the rule: