Approvals

Choose who approves each payment, approve or decline payments from Home or All payments, override approval and see what happens when one is declined.

You choose who approves a payment when you send it, and the approvers approve one after another. Each approver gets a to-do on Home, and you can also act on payments from Payments → All payments.

Company Admins, Bookkeepers and Accounts Payable users send payments and act on them from All payments, which appears in the sidebar after your company finishes onboarding. An approver can be any current employee, or an External 3rd party user added under Settings → Administrators.

Every turns on the bill inbox and the Accounts Payable role company by company. If you don’t see them or the All payments page, email [e-mail] to ask about them.

Who needs approval

Role	Approvers
Company Admin	Can choose No approvers needed
Bookkeeper, Accounts Payable	Must choose at least one approver

Approvers don’t need a particular role. You can’t choose yourself, and you can choose each person once per payment.

Choose approvers

1. Open the approver question

   On All payments, select Send money. The approver question is on the flow’s Accounting Details step (see Send money for the steps before it).

2. Choose how many approvers

   Answer How many people should approve this bill? A Company Admin’s choices start at No approvers needed. Everyone else’s start at 1.

3. Choose each approver

   Every shows one approver field for each approver you asked for. Choose a person in each field, starting with the first. The first approver you choose reviews first.

4. Send the payment

   On the review page, select Confirm & pay. Every shows “Payment sent for approval”.

A Company Admin who sends money to one of the company’s own accounts isn’t asked about approvers. A payment’s Approvals list is read-only, so choose its approvers before you confirm.

What happens next

1. The first approver gets a to-do on Home. It starts “Approve the bill & pay” and ends with the vendor’s name.
2. When they approve, the next approver gets a to-do. Each approver has to approve unless someone overrides approval.
3. When the last approver approves, Every sends the payment unless it is scheduled for a later date.

If any approver declines, Every declines the whole payment and marks anyone still waiting Skipped. On All payments, a declined payment moves to the Failed tab with the stage Declined.

The Approvals list shows each approver’s name, status and decision date:

Status	What it means
Approved	The approver approved
Currently reviewing	It’s this approver’s turn
Next approver	The approver is waiting for the approvers before them
Rejected	The approver declined
Skipped	The payment was approved or declined before this approver decided

You see the list on Home, in a payment’s Bill details sheet. On All payments, a payment opens either in a sheet that shows the list, or in a drawer that shows who approved it under Approved by instead.

Approve or decline a payment

On Home

Select the to-do to open its Bill details sheet. Then:

• To approve, select Approve (Approve & next when another payment is waiting) and confirm.
• To decline, select Reject. In the dialog, enter a Reason, which is required, and select Reject.

On All payments

• To act on one row, point at it and select Approve or Decline, then confirm. Neither asks for a reason.
• To act on one payment, select its row, then select Approve, or Decline in its drawer (Reject in its sheet). Declining opens Reason for rejection: enter a reason and select Reject.
• To act in bulk, select rows on the All or Needs approval tab. Then select the Approve button, which shows how many payments it covers and their total, or select Actions → Decline. Bulk decline asks for no reason, and each action covers up to 100 payments.

If a payment’s drawer shows Missing vendor details, Approve doesn’t appear until Every holds bank details for the vendor. Select Add vendor details.

Override approval

A payment waits on you when it’s in your to-dos on Home. Approve on one of those counts as your own approval, and the payment moves to the next approver.

Approve on a payment that isn’t waiting on you is an override. It approves the whole payment right away, and anyone still waiting is marked Skipped. Decline always declines the whole payment.

• A Company Admin can override any payment.
• On the All payments page, Bookkeepers and Accounts Payable users can too.
• If Payments → All payments opens a page titled Bills & Reimbursements, only Company Admins can override there. Other roles act on payments waiting on them.
• Nobody can override a reimbursement paid to them. Bookkeepers and Accounts Payable users can’t override a payment they sent, but Company Admins can.

Other payments

Every asks your company’s signatory to approve an API payment. The signatory gets a to-do like any other approver. Someone with permission to override payment approvals can approve it instead. The payment isn’t sent to the bank until it’s approved.

Reimbursements go through approval on the same pages, with their approvers chosen differently. See Reimbursements.