Approval policies are useful for validating an invoice's legitimacy and approving an invoice payment. Juni enables you to define custom approval policies for invoices and invoice payments to ensure all invoices are reviewed and approved by the right people for accuracy and compliance.
Once you set up an approval policy, approvers are notified via email, the Juni platform, and the Juni mobile app; when conditions are met.
How do I set up an approval policy?
Login into Juni, click on your company name and Settings
Go to Approval policies, click on Invoice approval policy and Set up
Click on Add Item and a template will be populated. You can change the template as you deem fit
You can create approval policies for invoices and invoice payments based on Amount, Recipient, Source and Uploader conditions
You can add approvers either as roles or specific members using the dropdown menus under Require approval from
You can add more layers of approvers for any Rule, simply press + Add Approver
When you complete your policy, click on Save
Please note: All rules are checked for approvals and they run top to bottom. Rule 1 will always be completed before Rule 2, and 1st approvers will always be requested to approve before 2nd approvers. Each approver will receive a notification via email and via the Juni mobile app.
How do I update approval policies?
You can quickly delete, duplicate or edit a rule using the icons on the right.
How do I add approvers?
Each rule can have multiple approvers, organised in layers. Each layer holds any number of approvers. Once the first layer is completed approvers from the second one get notified.
For a given layer you can select Any of or All of, this will determine the behaviour of that layer.
If you select All of, the policy requires every approver in that layer to approve before proceeding to the next layer.
If you select Any of, the policy requires at least one (1) approver to approve to proceed to the next layer.
What if an invoice matches multiple rules?
In that case the layers from all matching rules are applied, maintaining the ordering of the rules.
How to check approval progress on an invoice?
To check the approval timeline of an invoice, go to Payments and select the invoice you're interested in and select Approval Timeline.
To check an invoice's approval summary, go to Payments, select the invoice you're interested in, and select Summary. At the bottom of the side panel you can see the approval step the invoice is on and send reminders to the next approver according to your rule.
How to approve or decline an invoice
When your approval is requested on an invoice, you will receive a notification via email, on the Juni platform and on the Juni mobile app. From here, you can approve or decline an invoice.
If you select Decline you'll be asked to add a decline reason. The decline reason is shared with admin and accountant members, as well as the person uploading the invoice.
What to do if an approver leaves the organisation or is on holiday?
Admins and owners can override the approver by clicking on Override. This way the approver will be skipped. A single override action skips the currently active layer and moves on to the next one.
What to do if I want to edit invoice details?
Admin and owners can edit invoices. After making any changes to an invoice its approval flow will be restarted from the beginning.
What to do if I want to reset the invoice flow?
Admins and owners can restart the approval flow manually. This is especially useful in cases where they have edited the approval policy.
How do I set a rule to skip all approval rules/full approval policy?
Rules are executed top to bottom. All rules that apply to an invoice are executed in this order. However, if you set an exception, the whole policy is skipped.
Rule 1 below is an exception. This means all Fortnox invoices will skip the whole approval policy.
To set up an exception rule, add a new rule to your approval policy and select the Require none option under Require approval from:
