Make your business more efficient by sharing responsibilities with your team while still maintaining control over payment approval. Payment approval workflows allow all team members to make payments, but certain payments will need to be approved by the relevant team member before being scheduled. You have full control over the specific payments that require approval.
The approval workflow can be created only when there is more than one user who has access to your company in Gusto.
This feature is only available on the Gusto Money Plus tier. Learn more here.
This article covers all the essentials to successfully create and manage the approval workflows.
It contains the following sections:
- Available criteria for approval workflows
- Setting up an approval workflow
- How to edit an approval workflow
- How to delete an approval workflow
Available criteria for approval workflows
Gusto Bill Pay offers flexible criteria to create efficient approval workflows that fit your business needs. You can set up approval workflows based on:
- Payment amount
- Payment scheduler (team member)
- Vendor
- Single or multiple approvers
- Specific approvers
- Multi-level approvers
Here's a breakdown of each criterion:
- Payment amount: You can require approval for payments that are more than or equal to a certain amount, or less than or equal to that amount.
- Payment scheduler: Set the approval workflow to apply to a Specific user or a Specific role on your team who schedules the payment.
- Vendor: Choose one or more vendors for whom payments will require approval.
- Single or multiple approvers: Choose how many approvers are needed. You can require approval from one, two, or three approvers.
- Specific approvers: Choose which team member needs to approve the payment. You can select up to three approvers.
- Multi-level approvers: If multiple approvers are required, you can specify the approval hierarchy by adding up to three levels of approval.
Setting up an approval workflow
1 - Open your Gusto Bill Pay dashboard.
2 - Select a Settings icon at the top right of the dashboard.
Or you can open the Approvals tab and select Manage approval workflows.
3 - Under the Company section, select Approval workflows.
4 - Select + Add workflow on the Payment approval workflows page.
5 - On the Add a payment approval workflow page, set the criteria for when a payment requires approval. You can set it per amount, per scheduler, and/or per vendor.
Please note: You can combine criteria by selecting + Add condition. For example, you can require approval for payments over a certain amount made by a specific user.
6 - Under Then do this, choose who needs to approve the payment. The chosen users (team members) are notified of any new payments:
- Any approvers: Choose this option if the payment requires approval from at least one team member, without specifying a particular person.
- Specific approvers: Choose up to three people who need to approve the payment.
- Multi-level approvals : Select + Add step to add the next level of approval. You can add up to three levels.
7 - Once your workflow is set up, select Save workflow.
8 - A confirmation pop-up will appear. Select Got it.
That’s it. The new workflow will appear in the Payment approval workflows section. You can set up as many approval workflows as you need.
How to edit an approval workflow
1 - Select a Settings icon at the top right of the dashboard.
Or you can open the Approvals tab and select Manage approval workflows.
2 - Under the Company section, select Approval workflows.
3 - Find the workflow you want to edit and select the three dots icon.
4 - Select Edit workflow from the dropdown list.
5 - Make the necessary edits.
6 - Select Save changes.
7 - In the confirmation pop-up, select Confirm changes to finish.
That’s it. You successfully edited the approval workflow.
How to delete an approval workflow
1 - Select a Settings icon at the top right of the dashboard.
Or you can open the Approvals tab and select Manage approval workflows.
2 - Under the Company section, select Approval workflows.
3 - Find the workflow you want to edit and select the three dots icon.
4 - Select Delete workflow from the dropdown list.
5 - In the confirmation pop-up, select Delete workflow to finish.
After the approval workflow deletion, any existing payments awaiting approval will now proceed without approval.
That’s it. You successfully deleted the approval workflow.