Sales Approval Workflows (if applicable)

Sales Approval Workflows

Sales approval workflows allow you to implement a review and approval process for sales transactions before they are finalized. This helps maintain control over sales operations, especially for high-value transactions, discounts, or special terms.

Understanding Sales Approval Workflows

Approval workflows provide:

• Control: Review transactions before they are finalized
• Compliance: Ensure transactions meet business rules
• Authorization: Require manager approval for certain transactions
• Audit Trail: Track who approved what and when
• Risk Management: Prevent unauthorized or incorrect transactions

When Approval Workflows Are Used

Approval workflows are typically required for:

• High-Value Invoices: Invoices above a certain amount
• Large Discounts: Discounts exceeding standard limits
• Special Terms: Non-standard payment terms or conditions
• Credit Sales: Sales to customers with credit limits
• Price Overrides: Selling below minimum price
• Over-Selling: Sales when stock is insufficient

Accessing Approval Settings

To configure approval workflows:

1. Navigate to Settings → Sales Settings → Sale Settings
2. Look for Approval Settings or Workflow Settings
3. Alternatively, check Settings → User Settings → Approval Workflows
4. Note: Approval workflows may be available in Enterprise or higher plans

Approval Workflow Types

Amount-Based Approval

• Threshold: Set a minimum invoice amount requiring approval
• Example: All invoices over ₹50,000 require manager approval
• Configuration: Set approval threshold in settings
• Flexibility: Different thresholds for different users or roles

Discount-Based Approval

• Threshold: Discounts above a certain percentage or amount
• Example: Discounts over 20% require approval
• Configuration: Set discount approval limits
• Control: Prevents excessive discounting

Credit Limit Approval

• Trigger: Sales that exceed customer credit limit
• Example: Sale to customer with ₹10,000 limit for ₹15,000 order
• Configuration: Enable credit limit checking
• Approval: Manager must approve credit extension

Price Override Approval

• Trigger: Selling below minimum selling price
• Example: Item with ₹100 minimum price sold for ₹90
• Configuration: Enable "Sale Price is Minimum Selling Price"
• Approval: Require approval for price overrides

Approval Process

Understanding the approval workflow:

Step 1: Transaction Creation

• User creates invoice, quotation, or order
• System checks if approval is required
• If approval needed, transaction is saved as "Pending Approval"

Step 2: Approval Request

• Approval request is sent to designated approver(s)
• Notification sent via email, SMS, or in-app notification
• Approver can view transaction details

Step 3: Review and Decision

• Approver reviews the transaction
• Can approve, reject, or request changes
• Can add comments or notes

Step 4: Finalization

• If approved: Transaction is finalized and processed
• If rejected: Transaction remains in draft, user is notified
• If changes requested: User can modify and resubmit

Configuring Approvers

Set up who can approve transactions:

• Manager Role: Users with manager permissions
• Specific Users: Designated approvers for specific transaction types
• Department Heads: Approval by department
• Multiple Approvers: Require approval from multiple people
• Hierarchical Approval: Different levels of approval for different amounts

Approval Notifications

Configure how approvers are notified:

• Email Notifications: Send email when approval is needed
• SMS Notifications: Send SMS for urgent approvals
• In-App Notifications: Show notifications in the application
• Dashboard Alerts: Display pending approvals on dashboard

Approval Settings Configuration

Enable Approval Workflows

• Turn on approval workflows in settings
• Configure which transaction types require approval
• Set approval thresholds

Approval Thresholds

• Invoice Amount: Set minimum amount requiring approval
• Discount Percentage: Set maximum discount without approval
• Discount Amount: Set maximum discount amount without approval
• Credit Limit: Configure credit limit checking

Auto-Approval Rules

• Trusted Users: Auto-approve for certain users
• Regular Customers: Auto-approve for established customers
• Small Amounts: Auto-approve below threshold

Approval Status

Transactions can have different approval statuses:

• Draft: Not yet submitted for approval
• Pending Approval: Waiting for approver review
• Approved: Approved and finalized
• Rejected: Rejected by approver
• Changes Requested: Approver requested modifications

Best Practices

• Set appropriate thresholds: Balance control with efficiency
• Define clear rules: Document approval criteria
• Train approvers: Ensure approvers understand the process
• Set response times: Define expected approval timeframes
• Monitor workflow: Track approval times and bottlenecks
• Review regularly: Adjust thresholds based on business needs
• Maintain audit trail: Keep records of all approvals

Approval Workflow Scenarios

Small Business

• Simple approval: Manager approves invoices over ₹25,000
• Discount approval: Discounts over 15% require approval
• Single approver: Owner or manager

Medium Business

• Tiered approval: Different thresholds for different managers
• Department approval: Sales manager for sales, finance for high-value
• Multiple approvers: For very high-value transactions

Large Business

• Hierarchical approval: Multiple levels based on amount
• Department-specific: Different rules for different departments
• Automated workflows: Integration with ERP systems

Approval Reports

Track and analyze approval workflows:

• Pending Approvals: List of transactions awaiting approval
• Approval History: Historical record of approvals
• Approval Time: Time taken for approvals
• Approver Performance: Response times by approver
• Rejection Reasons: Analysis of rejected transactions

Troubleshooting

Approval not triggering:

• Verify approval workflows are enabled
• Check approval thresholds
• Review transaction details
• Check user permissions

Approver not receiving notifications:

• Verify notification settings
• Check approver email/SMS settings
• Review notification configuration
• Check spam/junk folders

Cannot approve transaction:

• Verify user has approval permissions
• Check if transaction is in pending status
• Review approval workflow configuration
• Contact administrator if needed

Alternative: Manual Approval Process

If automated approval workflows are not available, you can implement manual processes:

• Save as Draft: Save transactions as draft for review
• Review Queue: Manager reviews draft transactions
• Manual Approval: Manager finalizes approved transactions
• Documentation: Maintain approval records manually

Integration with Other Features

Approval workflows work with:

• User Permissions: Control who can approve
• Notifications: Alert approvers of pending items
• Reports: Track approval metrics
• Audit Trail: Record approval history

What's Next?

If approval workflows are available in your plan:

1. Enable approval workflows in settings
2. Configure approval thresholds
3. Set up approvers and permissions
4. Configure notification settings
5. Test the approval process
6. Train users and approvers

Note: Sales approval workflows may be available in Enterprise or higher subscription plans. If you don't see these options, contact EquiBillBook support to learn about available plans and features.

Proper approval workflows help maintain control over sales operations, ensure compliance with business rules, and provide an audit trail for important transactions.