Workflow Settings
Settings → Workspace settings → Workflows lets admins control how expenses are approved and whether approved records stay locked for audit.
Expense approvals
Turn on Require expense approval when receipts from site should be checked before they hit the ledger or Xero.
Enable the workflow
Toggle Require expense approval on. Submitted expenses from users who are not approvers wait for sign-off.
Set auto-approval threshold
Enter an amount in your workspace currency. Expenses below this value approve automatically so petty cash does not block the team.
Rely on job approvers
When no dedicated approver is assigned, SiteHut can fall back to users with approval permissions on the job—see the in-app hint on the settings screen.
Lock approved expenses
Lock approved expenses prevents edits after sign-off. Use this when you need a clear audit trail and want to stop accidental changes before Xero sync.
Partner compliance (US & UK)
Partner compliance controls staff reminders for expiring insurance and tax documents, optional gates when recording expense payments or linking a subcontractor to a job, and complements manual request document emails from each partner's Compliance tab.
Enable reminders
Turn on Enable compliance reminders. Staff with partner edit access receive in-app alerts on the schedule you choose (for example 30, 7, and 0 days before expiry, plus when already expired).
Optional staff email
Enable Email staff with partner edit access to also send email when reminders fire. Each user's system notification preferences still apply.
Set gates (optional)
Choose Off, Warn, or Block for Record expense payment and Link partner to job. Warn requires an explicit confirmation in the app; Block stops the action until compliance is fixed on the partner's Compliance tab.
Who can configure this
Workflow settings require workspace admin-level access (or a custom role with workspace write/manage). Site staff without settings access only see the approval buttons on expenses.