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Approval Rules

Approval rules control which documents must be signed off before they can be submitted to Xero, QuickBooks, Zoho Books, or TallyPrime.

Availability

This feature is available on Team and Firm plans only. Solo plan users cannot create approval rules. To use this feature, upgrade to Team at $49/month.

How approval rules work

  1. Owner or Admin creates a rule in Settings > Approvals.
  2. Sumext checks uploaded documents against active rules.
  3. Matching documents are marked Pending approval.
  4. The approver receives email and WhatsApp alerts if configured.
  5. Only after approval can the document be submitted to accounting.

Rule types

Amount over

Route documents above a chosen amount to an approver before sync.

New vendor

Require review the first time a supplier appears.

Specific vendor

Always require approval for sensitive or high-risk vendors.

All documents

Force every document through approval before accounting export.

Who can manage rules?

Only Owners and Admins can create, edit, delete, approve, or reject approval rules and requests.

Members, Viewers, Contractors, and Expense Submitters cannot change approval controls.

Audit trail

Each approval keeps the rule, approver, response time, status, and notes so you can prove who approved a document before it entered the books.