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Workflow settings

Settings5 min read

Settings → Workflows is where admins set whether expenses and purchase orders need sign-off. Timesheet submission and approval are always on. The queue itself is Approvals in the header.

When to use this​

Use this when receipts or vendor orders should wait for a named person before they hit the ledger or go to a vendor.

Do not use it to turn Bills & expenses or procurement on. That is Features. Do not use it for punch list or RFI portal emails: that is Subcontractors.

Before you start​

  • Bills & expenses is on if you want expense approvals.
  • Procurement is on if you want purchase-order approvals.
  • Approvers have the matching approve permission on the job.

Expense approvals

Under Expenses, turn on Enable expense approval workflow. Set Auto-approval threshold in the workspace currency. Expenses below that amount approve on their own.

Optionally turn on Lock approved expenses so approved rows cannot be edited.

If no specific approver is selected, the request goes to everyone with approval permission on the job (Smart fallback enabled).

Purchase order approvals

Under Purchase Order workflow (shown when procurement is on), turn on Enable purchase order approval workflow. Set the threshold. Optionally Only route when spending limit exceeded, pick Eligible approver roles and a Default approver (or No default approver), and Mark as sent after approval.

Per-member spending limits are managed under Users. Material requests from the field use the same rules once they become purchase orders. See Purchase orders.

Timesheet approvals shows Always enabled. Members with Approve on a job can review that job's weeks. There is no off toggle. See Timesheets.

What done looks like​

  • Submitted expenses from non-approvers wait in Approvals unless they are under the threshold.
  • Orders above the rule wait before send.
  • Approved expenses can lock if you turned that on.

Common mistakes​

  • Looking for Require expense approval. The toggle is Enable expense approval workflow.
  • Setting a threshold of 0 and wondering why every receipt waits.
  • Configuring portal emails here. Use Settings → Subcontractors.
Follow-ups, reports, bill matching, and partner compliance

External follow-ups (same Workflows page) can offer chases for Quotes, Invoices, and Purchase orders.

Order Request workflow (when procurement is on): Send Order Requests to a buyer.

Report publishing: Require approval for daily reports, Require approval for weekly client reports, and Allow report authors to finalize.

Supplier bill matching under Expenses: Price variance (%), Minimum price variance, and Quantity variance (%). PO-linked bills outside those tolerances need an approver.

Partner compliance is staff reminders and optional blocks, not a public Compliance product guide.

  • Enable compliance reminders notifies users with partner edit access when documents expire or are missing.
  • Email staff with partner edit access also sends email (each user's notification preferences still apply).
  • Compliance gates for Record expense payment and Link partner to job: Off, Warn, or Block.

Use the Compliance tab on a partner to request documents manually.