Go to Settings, then Approval limits. For each type of request, such as payment release or manual journal posting, set levels from the lowest limit up and choose who approves at each level. Amounts are compared in your reporting currency, a higher approver can also approve anything below their limit, and nobody can approve their own request.
Which requests need approval limits?
| Request type | Routed by amount? |
|---|---|
| Payment release | Yes |
| Manual journal posting | Yes |
| Budget change | Yes |
| Capital expenditure | Yes |
| Receivable write-off | Yes |
| Asset disposal or write-off | Yes |
| Access request | No: one level applies to every request |
| Forecast of record change | No: one level applies to every request |
Until a type has limits, requests of that type cannot be sent for approval, so set the ones your team uses first.
How do you set the limits?
- Open Approval limitsGo to Settings, then Approval limits. You need permission to manage security settings to change them; others can view them.
- Choose a request typePick the type and select Set up limits, or Edit limits if it already has some.
- Add levelsLevels run from the lowest limit up, and each limit must be higher than the one before. The top level can have no limit.
- Choose the approversFor each level, choose the role that approves and how many approvals it needs.
- SaveEach save creates a new version, with who changed it and when.
Which rules always apply?
- Nobody can approve their own request, whatever their role.
- A higher approver can also approve anything below their own limit.
- A request keeps the limits that applied when it was raised, even if they change later.
- Amounts are compared in your reporting currency.
Questions people ask
Can approvals be done from a phone?
Approvers are notified and can act in the web app on any device. Phone notifications are set under Settings, then Phone notifications.
What happens to requests already waiting when limits change?
They keep the limits that applied when they were raised. New requests use the new version.
How do we design a good approval matrix?
Read our guide to the [approval matrix and segregation of duties](/guides/approval-matrix-segregation-of-duties).