Weel's Approval Rules helps you streamline and automate your approval processes through a fully customisable rule-based system. As an Admin (or a user with the 'Approval Rules' permission), you can set up custom rules to determine who needs to approve specific payments and under what conditions.
Whether it's a budget top-up, accounts payable, reimbursement, or card expense report, Weel ensures the approval process is triggered and directed to the assigned approver(s) based on the rule configurations you create.
- New to approval rules? Learn how to edit default rules in Customising approval rules.
- Setting up card expense approvals? Since there’s no default rule for card approvals, find guidance in Creating a card expense approval rules.
How Weel's Approval Rules differs from custom workflows
Weel’s Approval Rules introduces enhanced functionality compared to Custom Workflows:
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Approval process: Budget limit increases and top-up requests are now managed within the Approval Rules builder. By default, these requests are assigned to the budget owner (formerly known as the budget approver).
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Integrations: Expense data for Xero, MYOB, and QuickBooks is automatically exported to your accounting software upon completion and approval of an expense report.
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Enhanced role management: Budget owners can now be directly included in your Approval Rules.
Important information
Rule Priority Matters
- Specific rules with detailed filters (e.g., for certain users, amounts, or payment types) should be prioritised at the top of the list. General rules should sit lower down to ensure they are applied only when more specific rules do not match.
Default Fallback Rules
- Accounts payable, reimbursements, and top-up requests always include a fallback rule, ensuring every request goes through an approval process.
- Card expenses, by default, do not require approval unless you create a specific rule for them.
For more detailed guidance, check out:
- Our 'Getting started with our Approval Rule builder' Guide (PDF)
- Customising approval rules
- Creating card expense report approval rules
Stay updated and share your feedback
We’re continuously improving the Approval Rule builder to better meet your needs. Additional updates and enhancements will be rolled out gradually. We’d love to hear your feedback as you explore this feature—your input helps us make Weel even better!