Create and manage approval workflows for your team

Make your business more efficient by sharing responsibilities with your team, while still keeping control over payment approval.

Approval workflows allow all team members to make payments. Payments over a fixed amount then need to be approved by admin and/or the business owner before they’re scheduled. You can create payment approval workflows for payments made by specific individuals, or by any accountant/contributor.

This article will show you how to:

• Add an approval workflow. 
• Edit an approval workflow.
• Delete an approval workflow. 

Add an approval workflow

You can set up an approval workflow from two places:

• From Approvals tab
• From Settings

Setting up an approval workflow from Approvals tab

1. Sign in to your Melio account.
2. In Pay, the owner and all admin in a company will see an Approvals tab with payments that require approval. If you don’t have any payments to approve, click Manage approval workflows at the center of your screen:

If you already have payments to approve, set up an approval workflow by clicking Manage workflows in the top right corner:

3. You’ll be taken to Settings. On the right side of your screen, click + Add workflow.

4. This is the screen to set up an approval workflow:

5. Use the following points to help you set up your workflow. Once your approval workflow is set up, click Save workflow.

a. Set a payment amount. Payments equal to or above that amount will require approval. 

b. Choose the payment scheduler. You can set it for: 

• • • Any Accountant or Contributor.
    • A specific user. You’ll then be able to select which user.

Note: Existing payments

Payments scheduled by contributors or accountants before setting up the workflow won’t require approval.

c. Choose who needs to approve the payment. The company owner and admins are notified of any new payments. 

You can choose whether the payment needs one, two or three approvers.

6. The new workflow will appear in the details section on the right side of the settings screen.

7. That's it! You can set up as many approval workflows as you need in the same way. These articles will show you how to approve single or multiple payments.

Setting up an approval workflow from Settings

1. Sign in to your Melio account.
2. Go to Settings in the left sidebar. 
3. Select Payment approval workflows. On the right side of your screen, click + Add workflow.

4. This is the screen to set up an approval workflow:

5. Use the following points to help you set up your workflow. Once your approval workflow is set up, click Save workflow.

a. Set a payment amount. Payments equal to or above that amount will require approval. 

b. Choose the payment scheduler. You can set it for: 

• • • Any Accountant or Contributor.
    • A specific user. You’ll then be able to select which user.

Note: Existing payments

Payments scheduled by contributors or accountants before setting up the workflow won’t require approval.

c. Choose who needs to approve the payment. The company owner and admins are notified of any new payments. 

You can choose whether the payment needs one, two or three approvers.

6. The new workflow will appear in the details section on the right side of the settings screen.

7. That's it! You can set up as many approval workflows as you need in the same way. These articles will show you how to approve single or multiple payments.

Edit an approval workflow

1. Log in to your Melio account.
2. Go to Settings.
3. Choose Payment approval workflows.
4. Find the relevant approval workflow, and click the three dots. Select Edit workflow.

5. You can edit: 

a. Payment amount. Payments equal to or above that amount will require approval. 

b. Payment scheduler. You can set it for: 

• • Any Accountant or Contributor.
  • A specific user. You’ll then be able to select which user.

c. Who needs to approve the payment. The company owner and admins are notified of any new payments. You can choose whether the payment needs one, two or three approvers.

6. Click Save changes. 

7. If you have existing payments awaiting approval that will be affected by these changes, you’ll be asked to click confirm changes.

Delete an approval workflow

1. Sign in to your Melio account.
2. Go to Settings in the left sidebar.
3. Choose Payment approval workflows.
4. Find the relevant approval workflow, and click the three dots. Select Delete workflow.

5. Confirm by clicking Delete workflow in the popup message. Any existing payments awaiting approval will now proceed without approval.