Approval rules for estimates, discounts, expenses, purchases and refunds

What changed

• A new Approval rules screen under Business settings. A rule names a kind of document (estimate, proposal, invoice, expense, purchase order, credit note), a condition (an amount of at least…, a discount of at least…%, or an expense heading) and up to three approvers in order. Each approver is a seat, such as Sales manager, or one person.
• A document a rule covers does not go out until it is approved: an estimate or proposal is not marked sent, an invoice's pay link is not sent and its pay page does not open, a purchase order is not sent to the supplier, and a credit note is not issued. An expense is written down but stays waiting for approval until the last approver says yes.
• The first attempt to send opens the request and tells the first approver in My messages. If they linked Telegram to the AI console, the bot tells them too, with /approve_doc_N and /reject_doc_N.
• After the last approver says yes, the same send button works. A larger amount or a deeper discount afterwards asks again. A credit note's approval covers one issue.

How to use it

1. Go to Business settings → Approval rules.
2. Give a name, choose the Document, fill in the condition and pick the first approver — and the next ones if you want — under Approvers, in order. Press Save the rule.
3. Approvers find the request in My messages, under Waiting for approval on this screen, or on Telegram, and press Approve or Turn down.
4. Once approved, whoever made the document presses send again.

Good to know

• Rules are written by a seat that manages the business. The owner of the business may answer any step.
• A rule with no condition holds every document of its kind. With no rule at all, everything works as before.
• Estimates carry no discount of their own, so only their amount is judged. An invoice's discount is worked out from its lines.
• Paying a payslip from Team and payroll never waits on an expense rule: the payment is the approval.