The three pieces
Flows
An ordered set of steps. Each step names a person or a group.
Groups
A pool of approvers. Any member can approve the step.
Rules
They decide which flow an invoice gets, based on ledger account, supplier, or amount.
What happens to an invoice
1
A rule picks the flow
Rules are applied in priority order, lowest number first. The first rule that fits decides the flow.
2
The first step is assigned
The approver gets a mail, at the rhythm they chose in their profile.
3
They decide
Approve, or decline with a comment. They can also ask a colleague a question first, without leaving the invoice.
4
The next step, or the booking
An approved step hands over to the next one. After the last step, the payment block in Exact is lifted, or, if your company books after approval, Glimps books the invoice now.
Booking first, or after approval
By default Glimps books an invoice with an approver right away, with a payment block, and lifts the block after the last approval. You can also have it wait: the invoice stays in Glimps and is booked after the last approval, so a decline or a change never needs a correction in Exact. See Booking before or after approval.Assigning by hand
Not everything fits a rule. On an invoice you can assign an approval yourself: pick a flow, or name the approvers in the order you want them.Watching it
Open Authorizations in the sidebar. Three tabs:
The summary cards show how many are waiting, what they are worth together, and the average waiting time. An approval that has waited eleven days is a process problem, not a people problem.
Every invoice in the overview has Ask a question. Use it to ask a colleague about the invoice without leaving the list. See Questions.