An approval policy decides which vouchers need a second pair of eyes before they are posted to your books. This is often called a maker-checker rule: one person prepares the entry and another person approves it. In Aicountly Smart Books you can set the amount above which approval is needed, how many approval levels apply, and who the approvers are.
Before you start
- You need the permission to manage access. Without it, the page tells you that you need permission to manage access.
- The people you want as approvers must be active team members with approval permission for that level.
Open the Approval Policy page
- Open Operations in the top menu and select Access & Team.
- Select Approval Policy.
Set the rules
- Enable voucher approval workflow: tick this to switch the approval process on.
- Enforce approval before posting: when this is off, approvals are only advisory and vouchers can still be posted directly. Aicountly Smart Books shows a warning to say so. Tick it to make the rule binding: Aicountly Smart Books then refuses to post a voucher that needs approval and does not have it. Editing an approved voucher sends it back to draft.
- When enforcement is on, a list called Exempt channels appears. Tick the sources that run their own approval, for example Aicountly Billing or Imports approved in Books Imports. Leave the rest unticked.
- Threshold amount (₹): enter the amount above which approval is needed. Vouchers above it need level 1 and level 2 approval.
- Max approval levels: choose Disabled, L1 only or L1 + L2.
- Backdated vouchers require approval before posting: tick this if entries dated in the past should always be checked.
Name your approvers (optional)
Under Named approvers (optional) you see Level 1 approvers and Level 2 approvers. Search for a team member and add them to a level. Only active team members with approval permission for that level appear. If you leave a level empty, anyone with that level's approval permission is notified. If nobody is eligible yet, use the Users & Access button to give someone the permission first.
Save
Select Save policy. Aicountly Smart Books confirms with "Approval policy saved".
How approvers use it
People with level 1 or level 2 approval permission see Team Approvals under Operations. There they can select Approve or Reject on each voucher waiting for them.