Setting up multi-level approvals for bills in OFX allows your organisation to enforce robust internal controls and ensure that each bill is reviewed by the right people before payment is made. This process is especially important for larger payments or when compliance and transparency are required.

Before you begin:
To set up multi-level approvals for bills, you must have the following permissions:

• Manage Bills or Admin role enabled on your profile.

• Access to the Approvals or Settings section in your OFX account.

Next Steps:

To set up multi-level approvals for bills, follow these steps:

1. Log into your OFX account.

2. Navigate to the Settings or Approvals section.

   

3. Select Approval Policies or Bill Approval Workflows.

   

4. Create or Edit an Approval Policy:

   1. Click Create Policy or select an existing policy to edit.

      

   2. Specific the new Policy Name

   3. Specify a Tigger on which the approval policy with be executed. This includes triggers such as any expense submitted, any payment created etc.

      

   4. Select Add condition, specify a condition to filter on the records for this the approval policy will be evaluated. e.g., bills over $10,000 require additional approval.

      

   5. Select Add another condition for multiple conditions can be added; all conditions will be evaluated (AND operation). For e.g. Bills between 1000 and 5000 requires this approval policy.

      

   6. Select Add a step to specify the approver and when stage is completed i.e. Approved by: One of the user, All of the users, None of the user

      

   7. Select Add another step to specify multi-level approval. The policy will execute each step in order: once the first step approves, the second step's rule runs.

      

5. Select Save, to save and activate the Policy.

6. Confirmation:

   • You will receive a confirmation message once the policy is active.

   • All new bills submitted for approval will now follow the defined multi-level workflow.

Follow-Up Actions:

• Notify relevant team members of the new approval process.

• Regularly review approval logs and audit trails for compliance.

• Update or delegate approvers as needed to ensure continuity.

Why is this important: Setting up multi-level approvals for bills helps strengthen internal controls, reduce the risk of unauthorised payments, and ensure compliance with your organisation’s financial policies. It also provides a clear audit trail and transparency for all bill approvals, supporting robust governance and fraud prevention.

Related FAQ Articles:

• How do I upload bills?

• Can I automate recurring bill uploads or payments?

• How do I integrate OFX Bills with accounting software other than Xero?

• Can I create a bill by emailing my invoice?