Approval Workflow
Set up and manage document approval processes within your team. The Approval Workflow ensures that every invoice or receipt uploaded by your team is reviewed and approved before becoming part of your financial records.
Internal Controls
This feature is available only for Pro and Teams subscribers and is designed to support strong internal controls, audit readiness, and multi-member collaboration.
How the Approval Workflow Works
DocuNero's approval system automatically routes documents based on who uploads them and their assigned role. This ensures that only the right users—Owners and Admins—control what becomes an approved financial record.
1. Auto-Approval for Admins and Owners
Users with the following roles have auto-approval privileges:
Highest level of access
Trusted team member
This means when they upload a document:
- It is immediately marked as Approved
- No review step is required
- They can still edit or adjust details afterward
This workflow is designed for senior team members with financial authority.
2. Review Process for Members and Uploaders
Users with the following roles do not have auto-approval rights:
Standard contributor
Upload-only access
Document Status for These Users:
- When they upload a document → status begins as Draft
- Once they've reviewed/categorized it → they click Submit for Review
- The document is then routed to an Admin/Owner for approval
3. Approval Actions (Admin/Owner)
When a document is submitted for review, Approvers (Admin/Owner) can perform the following actions:
✅ Approve
- Document status updates to Approved
- Becomes visible in exports, summaries, and reports
❌ Reject
- Approver provides a comment explaining the rejection
- Document returns to the uploader with status Rejected
- Helps guide Members/Uploaders on corrections
4. Resubmission After Rejection
If a document is rejected, the uploader can:
- Review the rejection comment
- Fix the details (e.g., missing fields, incorrect totals, wrong category)
- Add a reply comment
- Click Submit for Review again
Improved Accuracy
The approval cycle continues until the document is approved. This improves accuracy and prevents incorrect data from entering your reports.
5. Document Statuses Explained
| Status | Who Sees It | Meaning |
|---|---|---|
| Draft | Member/Uploader | Work in progress; not submitted yet |
| Pending (Submitted for Review) | Admin/Owner | Waiting for approval |
| Approved | Everyone allowed in workspace | Finalized; included in exports/reports |
| Rejected | Uploader + Approvers | Requires corrections before resubmission |
6. Who Can Approve?
Only the following roles can approve or reject documents:
Important
Members and Uploaders cannot approve or reject documents, even if they submitted them.
7. Plans That Support Approval Workflow
| Plan | Approval Workflow |
|---|---|
| Free | |
| Starter | |
| Pro | |
| Teams |
Upgrade Recommendation
If approval controls are essential to your team, upgrading to Pro or Teams is recommended.
Best Practices for Teams
Team Workflow Tips
- • Assign Uploader role to employees who only submit receipts
- • Assign Member role to accountants who prepare documents before approval
- • Ensure that only trained personnel (Admin/Owner) have approval permissions
- • Use comments during rejection to maintain audit clarity and feedback
Frequently Asked Questions
Can Members approve their own documents?
No. Only Owners and Admins can approve documents. Members and Uploaders must submit documents for review.
What happens if a document is rejected?
The uploader receives a rejection comment and can make corrections before resubmitting for approval.
Are there notifications for pending approvals?
Yes, Admins and Owners receive notifications when documents are submitted for review.
Can I disable the approval workflow?
The approval workflow is automatically enabled based on user roles. It cannot be completely disabled, but auto-approval for Admins/Owners provides flexibility.