Create and manage approval workflows for your team

  • Updated

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

You can set up an approval workflow from two places:

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:

Approvals tab - no payments.jpg

 

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

Approval tab - payments to approve.jpg

 

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

Approval workflow from tab.jpg

 

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

screen to set up approval workflow 1.jpg

 

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.

Select users screen 2.jpg

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.

select approvers - screen 3.jpg

 

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

see approval workflow in settings.jpg

 

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.

Approval workflow from settings.jpg

 

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

screen to set up approval workflow 1.jpg

 

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.

Select users screen 2.jpg

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.

select approvers - screen 3.jpg

 

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

see approval workflow in settings.jpg

 

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.

 

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.

Delete workflow.jpg

 

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

Confirm delete workflow.jpg

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