Transaction Approval - Overview

When you use transaction approvals, your employees can create transactions and submit them for approval. The user who has approval access (approvers) can verify the transactions and edit them (if required) before approving the transaction, thus preventing any errors that could occur in the transaction.

Scenario: Patricia is a business owner. She receives a phone call from her customer over an error in an invoice. On reviewing the invoice, Patricia notices that the employee who had raised the invoice entered the quantity incorrectly. This mistake could have been avoided had there been an approval process in place for Patricia to review the invoice before it was sent out.

Business owners will have employees who create transactions for their business. If an employee makes a mistake in a transaction, it’s easy for the other employees to overlook the error. Without a verification step, the mistake could be reflected in the account balances and it will be difficult to track the discrepancy.

To avoid all such complications, a business would need a process which can act as a tool for verifying the transactions. This is what Transaction Approval in Zoho Billing does.

Enable Transaction Approval

In order to set up the approval process for your transactions, transaction approval must be enabled for your transactions separately. You can enable transaction approval for quotes, invoices, retainer invoices, and credit notes.

Go to Settings.
Select a module, for example Invoices, under Sales.
Navigate to the Approvals tab.
Choose the type of approval under Approval Type.

Approval Type	Functions
No Approval	Create an Invoice and perform further actions without approval.
Simple Approval	Any user with approve permission can approve the Invoice.
Multi-Level Approval	Set many levels of approval. The Invoice will be approved only when all the approvers approve.

Select Approval Preferences and Notification Preferences.
For Multi-Level Approval, set the approval hierarchy.
Click Save.

Note: The approvers you select can approve transactions directly from Zoho Inventory if they are approvers in Zoho Inventory as well. Admins can bypass multiple levels of approval and give a final approval for the transactions.

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