Approval workflows summary

How to set up and enforce your Approval policies and what to expect when using the Advanced approval workflows.

1. How to set up an Approval policy

Set up Advanced approval workflow by going to Approvals > Policies. Check out this walkthrough.

2. Using Approval conditions

Check out this guide.

3. Using Approval stages

Check out this guide.

4. What happens when I hit "Approve" or "Decline"?


Approving an expense: The expense will move to "Closed" status, and if you have Xero connected the item will be pushed into Xero as a Bill in Awaiting Payment status. If the expense was on a company card, a corresponding Payment will also be pushed to Xero and mark the Bill as Paid.

Declining an expense: See this guide.


Approving a payment: When all approval steps are fully completed, a payment will be scheduled for execution. If you're connected to Xero, the Bill will already be in Xero in "Awaiting payment" status once it moved into "Needs Approval" in Paytron. Once the payment is completed, the Bill will be marked as Paid in Xero.

Declining a payment: The payment will move into the "Failed" tab on the Payments page in "User declined" status. You'll be able to view this and see any Notes taken by the approver(s) who decided to Decline the payment, and move it back to Drafts if you end up changing your mind.

5. What does this look like in practice?

See this example setup.

6. Can I change my email notification settings?

Yes! See this guide.