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Financial Approval Workflow Templates

How to create Financial Approval Workflow Templates for use across the Project Budget and other financial modules.

Written by Jackie Weinstein

Overview

Financial Approval Workflow Templates let administrators define reusable approval sequences that can be applied to Project Budgets, Budget Changes, Contracts, Change Orders, and Invoices. Once a template is configured with the right approvers, limits, and modules, it can be selected in Project Settings for any project that meets its client and module criteria.

Prerequisite

  • You must have an Administrator account to create and manage workflow templates.

  1. Project Roles should be configured beforehand so the correct roles can be selected in the template. See Configure Project Roles.

Process

1. Open Workflow Templates

  1. From the workspace left navigation, click Lists & Templates.

  2. Scroll to Financial Approval Workflows and click View Approval Workflow Templates.

2. Create a new template

Click Add Template in the top right. The Create Approval Workflow page opens.

3. Fill in the template details

Fields marked with a red asterisk are required.

  • Workflow Name — the name the template will be visible under.

  • Modules — the financial modules the template can be used with.

  • Clients — the clients the template can be applied to.

  • Currency — the currency scope for the template. Only projects using the same currency are supported. This field is only applicable when Approval Limit is enabled.

  • Description — additional information about the template.

4. Set workflow options

Use the toggles at the top of the approver section:

  • Sequence — enforce a step-by-step approval order.

  • Approval Limit — include the user only when the approval value exceeds a set limit.

5. Add approvers

  1. Click + Add User / Role.

  2. Select a role or employee from the User / Role dropdown.

  3. Set the Type for the approver (defaults to Approver).

  4. If Approval Limit is enabled, assign the approval limit for the approver. For example: an Associate can approve budgets under $50,000, a Project Manager under $150,000, and a Vice President with no limit.

  5. Reorder approvers by dragging them, or remove them using the trash icon.

6. Configure Client Approval

Under Client Approval, choose one:

  • Send to Client — after internal approval, the financial object is shared with the client for their approval.

  • Record Approval — after internal approval, you are required to record the client approval manually. You will be prompted to input the approver name, date of approval, add notes, and attach a file.

  • Disabled — client approval is skipped entirely. You are not required to share with or record approval from the client.

If Send to Client is selected, additional settings for the client-side flow will appear in the right-hand panel.

7. Save

Click Save in the top-right corner.

Note: When a project is created for a client listed in the template, the project will automatically pull the template based on the module selected in Project Settings.

Applying a Template to a Project

In Project Settings, go to Financial Approval Workflows, select the module, and click Edit. Then click Create Approval Workflow → Use Existing Workflow Template → Choose Template, and pick the template from the list. Toggle Show Unavailable to see templates not eligible for the current project.

For full instructions, see the Next Steps link below.

Next Steps

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