Some transactions move straight to Complete without ever needing an approver's sign-off. That's not a fault: it means none of your business's Approval Rules applied to that transaction. Every transaction is checked against your rules, then any fallback rules, once its expense details are filled in. If nothing matches, no approval is needed.
How It Works
- Approval Rules only apply to Budget spend, so recurring subscriptions and other non-Budget card charges are never checked against a rule and skip approval automatically.
- Once a Budget spend's expense details are filled in, it's checked against your rules, then any fallback rules, on things like amount, employee, role, Budget, supplier, spend category, or a custom field. A match sends it to the assigned approver(s); no match means no approval is needed.
- This check only runs once the expense is fully coded; while required fields are blank, the transaction hasn't been evaluated yet.
- Missing Approve or Decline buttons don't always mean approval wasn't needed, so check the status tag instead.
- A Pending approval tag means the transaction still needs someone else's action, not you. See Understanding Transaction Visibility by Role: only the matching approver, an Admin or Owner, or someone with the "View all approvals" permission can action it.
- A Complete tag (or an export status for Admins and Owners) means no approval was ever required. The transaction's History tab confirms this with "No approval workflow was required for this item."
Good to know
- Editing or adding a rule doesn't recheck transactions already marked Complete; it only applies to transactions coded from that point forward. If you think an already-decided transaction should have needed approval, contact Support, since re-evaluating it isn't something you can do yourself.
- Override and Reassign Approvals is a separate feature: it can redirect an approval that's already pending, but it can't be used on a transaction that was never routed for approval in the first place.
- If a rule's assigned approver has since been deleted, Weel automatically falls back to routing the approval to your business's Owner (or, if there's no Owner, the longest-serving Admin) instead of leaving the transaction unrouted. If a specific transaction still looks wrong, raise it with Support rather than assuming it's expected.