Custom Approvals

What Are Custom Approvals?

Custom Approvals let you build approval workflows for any process beyond standard close tasks and reconciliations. Whether you need sign-off on journal entries, expense reimbursements, policy exceptions, or vendor payments, Custom Approvals give you a flexible framework to define exactly what information is collected and who needs to approve it.

Creating Approval Templates

Approval Templates are the foundation of Custom Approvals. A template defines the structure of an approval request — including its name, description, required approvers, and the form fields that submitters must complete. Templates are reusable, so once you set one up it can be used for as many approval requests as needed.

1. Navigate to the Approvals app and select Approval Templates.
2. Click 'New Template' and enter a name and description for the template.
3. Add Fields required for approval, see below for more detail on Form Fields
4. Assign one or more approvers who will review requests created from this template in the Approval Steps section.
5. Select authorized submitters for the template and then save the template.

Adding Custom Form Fields

Each Approval Template can include custom form fields that define the information submitters must provide. Fields can include text inputs, dropdowns, date pickers, file uploads, and more. This ensures every approval request captures the exact data approvers need to make informed decisions.

1. Open an existing Approval Template or create a new one.
2. In the Form Fields section, click 'Add Field.'
3. Choose a field type (text, number, dropdown, date, file upload, etc.).
4. Enter a label and configure whether the field is required or optional.
5. Reorder fields by dragging them into the desired sequence.
6. Save the template to apply the updated form fields.

Creating Custom Approval Requests

Once your templates and form fields are configured, team members can submit approval requests from the Custom Approvals page. Each request is tied to a template and automatically routes to the designated approvers. Submitters fill out the required form fields, attach any supporting documents, and submit the request for review.

1. Go to the Custom Approvals page within the Approvals app.
2. Click 'New Request' and select the appropriate Approval Template.
3. Complete all required form fields defined by the template.
4. Attach any supporting documents or files.
5. Submit the request — it will be routed to the assigned approvers for review.