Review before approving: Introducing the Review step

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Product updates

This step allows you to review the details and accuracy of each request before the approval workflow even begins.

By Dee Jones

4 min read •

July 26, 2024

Businesses using Xero and QuickBooks Online can add an extra layer of oversight in ApprovalMax with our new Review step – a feature that is used before the approval process begins to check the accuracy of each request to ensure it’s ready to enter the approval workflow. The Review step is a dedicated stage that gives you the opportunity to review and validate requests for data consistency, and it helps to minimise the risk of errors and potential fraud. Additionally, approvers can return requests to the Review step from any approval stage without rejection, ensuring necessary revisions are made for a smooth and efficient workflow.

Why the Review step matters

Many organisations need a review phase where various stakeholders, such as finance teams or bookkeepers, can assess requests like bills and purchase orders before final approval. This step ensures accuracy and better financial control, reducing errors and making processes smoother. Additionally, if a request returns to the Review step, it will undergo all the approval steps again, providing continuous and thorough validation.

Key features of the Review step

Customised request routing

Direct each request to the right reviewer based on criteria like suppliers, accounts, items, or tax codes using the Review matrix.

Feedback and adjustments

Reviewers can adjust, give feedback, and match bills to purchase orders before submitting them for approval.

Return for revision

Approvers can return requests to the Review step for further revision without rejection, ensuring all requirements are met before final approval.

Setting up the Review step

Navigate to approval workflows

On the sidebar, select ‘Approval Workflows.’

Select workflow type

Choose the workflow type from the options available:

Purchase Order workflow
Bill workflow
Quote workflow
Sales invoice workflow
Manual journal workflow
Contacts workflow

Add Review step

Locate the plus sign between the Reviewers and Approvers columns. Click on this plus sign and select ‘Add Review step’ from the dropdown menu.

Customise Reviewers

Use the Review matrix to add reviewers based on your specific criteria.

How to use the Review step in your workflow

Create a Bill/Purchase Order

Generate your bill or purchase order within ApprovalMax as usual.

Submit for review

Fill in the necessary details and press Submit for Approval. The status will now change to ‘On Review.’

Review phase

During this stage, reviewers can:

Edit the bill/purchase order to ensure accuracy.
Match bills to corresponding purchase orders.
Give feedback by adding comments and suggestions.
Edit the bill/purchase order to ensure accuracy.
Submit the request for approval once all adjustments are made and the review is complete.

Dee Johns believes the most powerful words are 'Let me tell you a story.' Her passion for storytelling helps her create meaningful, customer-focused experiences while removing friction, so customers never feel the complexities of the org chart.