How do I set up payment approvals?

Stephanie Boukhari
2026-03-31T16:56:19Z

To set up payment approvals, create a role that specifies the number of approvals required for a user’s payments (1, 2, or 3). You must also ensure there are at least the same number of users authorised to approve payments.

Start by creating the relevant roles:

Role 1: User Requires Payment Approval(s)

1. Sign into your account and visit the USERS section. Then switch to the Roles tab.

2. Select the corporate account you want to add the custom role to.

3. Choose one of the following standard roles (depending on your preferences) to use as a basis, and click to select:

Corporate Super Administrator

Corporate Administrator

4. Then press the DUPLICATE button in the side bar.

5. Enter a meaningful name for the new role, such as Admin - 2 Approvals Required.

6. On the Payments tab, configure the settings to your preferences:

Switch Can make payments to the 'on' position.

Choose the required number of approvals required from the dropdown (1-3).

Specify a payment limit.

7. Continue through each of the remaining permissions & limits tabs, adjusting settings to match your exact needs.

8. Click Save and close to finish.

Role 2: User Can Approve Payments

1. Follow the steps above to create a new role and tailor the limits and permissions as required.

2. This time you may want to name your role: Admin - Approver.

3. On the Approving tab - switch Can approve payments to the 'on' position.

4. Once complete, Save and close to finish.

TIP - You can configure a user to approve payments submitted by others, and require approval for their own payments. In this scenario, a single role can be created to cover both responsibilities.

Assign your new roles:

Now you simply need to assign your new roles to the relevant users. You can either:

Create a new user, or;

Update an existing user

Important Notes -

Remember to ensure you have enough users who can approve. For example, if your users require 3 approvals - you must ensure 3 separate users are set as approvers.

Users cannot approve their own payments, even if they are set as an approver.