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Approval Rules: What is a Budget owner?

  • Updated

What is a Budget owner?

Budget owners were previously called Budget approvers. Many of the Budget approver attributes remain the same, including:

  • Must be a Weel user

  • Must belong to the company account that the budget is linked to

  • Must be at least one budget owner per budget

  • There can be multiple budget owners per budget

  • Is not required to be a member of the same budget

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What are the responsibilities of a Budget owner?

  • A budget owner cannot edit the rules of a budget unless they are an Admin, Owner or have edit all expense data permissions

  • A budget owner, by default, will see all transactions and approvals relating to that budget

  • A budget owner can only be assigned as an approver in Approval Rule settings

  • A budget owner can do one-off budget increases to the overall budget and individual member limits

 

How can budget owners simplify your Approval Rules?

By assigning approvers as Budget owners to each budget, you can reduce the need for multiple unique approval rules. Budget owners can be set to approve items in two ways:

  • 'All' Budget Owners: Every budget owner assigned to a budget must approve before completing or moving to the next step.
  • 'Any' Budget Owner: Only one budget owner needs to approve for the item to proceed.

This approach streamlines your setup, as specific approvers for each budget—like department leads or project managers—can handle approvals directly. General reviewers, like finance admins, can then be assigned as approvers across all budgets in a seperate approval step.

 

Example:

Instead of creating separate rules for each budget, assign a department lead as the Budget owner and a finance admin as a general approver. You can then set a global rule where items are approved first by the Budget owner, then by any Admin, simplifying workflows across multiple budgets.

 

How can we change a Budget Owner?

To edit a budget and change the budget owners:

  1. Open the Budgets page
  2. Open the budget you would like to edit
  3. Click Edit Budget Rules
  4. From here you can edit the budget rules (including budget owners)
  5. Click Save
  6. Confirm the update you are making by clicking Save again

 

To learn more about our Approval Rule builder: