Bill Approval Workflow and Approval Policies

Approval customizations allow flexibility based on business need.

Are changes allowed

Decide if changes are allowed after bills and vendor credits are approved:

  • Changes are not allowed - No changes can be made once there is one approval on a bill
    • If changes to an approved bill or vendor credit are needed, it will need to be deleted and a new bill created
  • Allowed until every approver has approved - If a bill has multiple approvers, changes can be made to bills until the last and final approver has approved
    • If a bill is edited while going through an approval chain, there will be a notification on the bill and edited fields will be highlighted
  • Allowed anytime - Changes are allowed at any time until the bill is paid or the vendor credit is applied
    • Once a bill is paid or vendor credit has been applied, only a limited number of fields are editable
    • If a bill is edited while going through an approval chain, there will be a notification on the bill and edited fields will be highlighted

Should bills be routed for approval

  • Bills are routed for approval and are ready to be paid when approved - This setting will ensure that Payers will not be able to pay a bill that has not been fully approved. Payers will also not be notified to pay bills until after the bills have been fully approved.
    • Users with "Pay unapproved bills via Bill.com" and/or the "Pay unassigned bills via Bill.com" permissions - Administrators and Custom user roles - can circumvent this rule and pay any bill, regardless of its approval status.
  • Bills don't need approval and are ready to be paid once entered into Bill.com - This setting allows bills to be paid as soon as they are entered into Bill.com; no approvals are needed

By default, this setting is set to Bills are routed for approval and are ready to be paid when approved

Steps

  1. Click Settings
  2. Click Bill Approvals under Payables
  3. Click Edit
  4. Select the settings to apply
  5. Click Save
    Approval settings

Things to know

  • Approval settings are global for all bills being processed at the time
  • Changing the setting will not apply retroactively to previously created bills/vendor credits and will only apply to future bills/vendor credits
  • No, the bill can be paid even if it has not been approved setting does not override user role permissions, ie: the Payer role cannot pay unapproved bills

Approval Policies

Set up policies to require approvers for any bill or vendor credit, based on the dollar amount. Require a minimum number of approvers, specific approvers, or both.

If the bill creator fails to assign the required approvers, we stop them and show the name of the policy.

Steps

  1. Click the gear icon
  2. Click Bill Approvals under Payables
  3. Click New next to Policies
  4. Select the settings to apply
    • For:
    • Bills
    • Vendor Credits
    • Greater than or equal to - dollar amount to require approvers
    • Number of approvers - minimum who must approve
    • Mandatory - If specific approvers are required, assign them in the order they need to approve here
    • This setting is not required, if not specified any necessary approvers can be assigned to bills
  5. Click Save

Note: Setting the mandatory approvers does not assign the approvers to bills. The approvers will still need to be manually assigned by the bill creator.

  • Once approvers are assigned to a bill for a vendor, Smart Data will remember and automatically assign those same approvers on the next bill for the same vendor

Things to know

  • The order of approvers assigned to a bill must match the order of the mandatory approvers listed within any policy
  • All approvers listed on a bill must approve the bill for it to be considered "Approved" and the bill must be approved in the order of the listed approvers
  • Editing or deleting a policy will not apply retroactively to previously created bills/vendor credits and will only apply to future bills/vendor credits
  • Multi currency bills will be subject to approval policies based on the foreign currency's $USD equivalent determined by the exchange rate at the time of the bill creation