The Approve Bill module allows eligible approvers, such as managers, HR personnel, or finance approvers, to review, approve, or reject submitted bill requests.
Approval Flow: If your organization has a multi-step workflow configured for bills, all submissions will follow this workflow. If no workflow is configured, bill requests will default to the admin or designated approver.
Approval Flow Behavior #
If your organization has an approval flow configured for bill requests, each submitted bill follows that approval flow step by step.
Only users who are assigned as approvers in the applicable approval flow step can take action on the bill request.
Approvers may include:
- Reporting Manager
- Company Admin
- Selected Employees
- Finance Approver
- Any other approver configured in the approval flow
If no approval flow is configured, bill requests will default to the admin or designated approver.
Permission Requirement #
Approve and reject actions are controlled by both Approval Flow and Permission.
A user can approve or reject a bill request only when both conditions are met:
- The user is assigned as an approver in the relevant approval flow step.
- The user has the required permission for the action.
Required permissions:
- Approve Bill Request (For All) — required to approve bill requests.
- Reject Bill Request (For All) — required to reject bill requests.
Being included in the approval flow alone is not enough. The approver must also have the required permission.
Similarly, having the permission alone is not enough if the user is not part of the applicable approval flow step.
If either condition is missing, the Approve or Reject action will not be available.
Permissions can be managed from:
Dashboard → Admin → Permission → Employee Permission / Team Permission
Action Options for Approvers #
Eligible approvers can perform the following actions based on their approval flow assignment and permissions:
- Approve
Approves the bill request. If a multi-step approval flow is configured, the request moves to the next approver in the sequence. If it is the final approval step, the bill request becomes Approved. - Reject
Rejects the bill request. The approver can add comments explaining the reason for rejection. Once rejected, the bill request status becomes Rejected. - View
Opens the bill request details so the approver can review the full expense information before taking action.
What Approvers Can View #
From the bill details page, approvers can review:
- Bill title
- Bill amount
- Bill category
- Expense date
- Employee details
- Uploaded attachments or vouchers
- Approval workflow progress
- Approval history
- Comments and communication
Comments & Communication #
Approvers can add comments to bill requests to:
- Provide instructions or feedback to the employee
- Ask for clarification regarding the expense
- Explain the reason for rejection
- Track communication during multi-step approvals
All comments are logged and visible in the bill history for transparency.
Summary #
The Approve Bill module ensures that submitted bills are reviewed accurately and efficiently.
Approval and rejection are controlled by both the Approval Flow and user permissions. Only users assigned as approvers in the relevant approval flow step and holding the required Approve Bill Request (For All) or Reject Bill Request (For All) permission can take action.
This keeps the bill approval process secure, transparent, traceable, and compliant with company policy.