Approval policies on Volopay govern the steps required to approve spend issuance, card edits, reimbursements, and bill payments. You can define who needs to approve what and when, as well as keep certain people informed via notifications. Admin users can add approvers to the approval chain.

Volopay makes it easy to customize approval workflows so admins can define the right set of people to approve transactions based on the amount. Approval policies cover:

There are three types of approval policy that can be applied to a department or project.

Step 1: To set up or modify your company's approval policy, navigate to the manage tab and go to global settings.

Step 2: Here, view all types of policies, including company, custom, and physical card approval policies.

Then, select which module's company policy you wish to modify and click "Edit policy".

Step 3: Edit the policy by creating an approval layer and selecting the approvers for that policy.

Step 4: Similarly create a notifier layer and specify who will be notified if any request is approved or declined, within this range.

Step 5: For additional customization, you have the option to add multiple ranges. For instance, if you wish to require approval for all expenses exceeding 1000 AUD by a different set of users, you can create a new range and select the respective approvers and notifiers for that range.

Step 6: You can similarly add multiple ranges and designate different approvers for each range.

Step 7: Click Save to modify and save your company approval policy for cards.

In the Company Approval Policy, the same approval policy is applied uniformly across all departments and projects. Conversely, Custom Approval Policies allow for the addition of distinct policies to individual departments or projects, enabling unique approval criteria for each.

Step 1: Enable and disable your company custom policy, from global settings.

Step 2: Incorporate custom policies tailored to cards, bill pay, or reimbursements, specific to various projects and departments. Choose the module you wish to customize the approval policy for, then designate the department or project to which it should apply for all card requests.

Step 3: Modify the custom approval policy for the designated department or project, following the same process as editing the company approval policy. Upon clicking save, the updated approval policy will be applied to the specified department for the selected module.

Approval policy for ordering physical cards to ensure that all requests go through a proper approval flow set by the admins. This policy is applied to all departments and projects.

Step 1: Enable and disable your physical card approval policy, from global settings.

Step 2: Open the physical card approval policy slider and edit the policy to add approvers and notifiers.

Step 3: Modify the approval policy following the same process as editing the company approval policy. Upon clicking save, the updated approval policy will be applied to all department.

If your business requires that the individual that creates the spend object (e.g. the requestor) can't approve their own spend, you can enable the "Maker checker" toggle within each module settings.

If the toggle is on, when an individual requests spend and they are within the approval chain, they will be removed from the approval chain and will be replaced with admin approvers. This means any admin can make the approval.