# Approval matrix

Amount tiers, cost centers, and multi-step approvals.

This guide explains how the **approval matrix** decides who must approve an invoice, how you maintain the sheet, and what managers see while invoices wait.

**Who this is for:** Finance admins and department heads who set amount tiers, cost centers, and multi-step approvals across one or more entities.

## What the matrix does

The matrix maps **who** must approve based on **amount**, **entity**, and **dimensions** (for example cost center). Workflow **Approval** nodes read those rules so assignees stay consistent with policy.

## 1. Maintain the spreadsheet

Keep a clear sheet (or synced config) with tiers, thresholds, and named assignees. Prefer largest-line or header rules you can explain to auditors. Avoid overlapping tiers that create deadlocks.

![Example approval matrix spreadsheet](https://help.cortena.ai/assets/img/help/approval-matrix/02-example-spreadsheet-matrix.png)

## 2. Wire the Approval workflow node

In **Settings → Workflow**, open the **Approval** node and point it at the matrix. Enable enforce approval, connect the **Approved** edge to the next step, and publish.

![Approval workflow node configuration](https://help.cortena.ai/assets/img/help/approval-matrix/04-workflow-node-configuration.png)

## 3. What managers see

Managers open invoices in **Waiting for approval** and see their approval status for the current step. Pending lists show who still needs to act.

![Managers: approval status on an invoice](https://help.cortena.ai/assets/img/help/approval-matrix/01-managers-approval-status.png)

![Approvers pending list](https://help.cortena.ai/assets/img/help/approval-matrix/03-approvers-pending-list.png)

When policy depends on lines (cost center or amount by line), highlight the relevant line items so approvers know what drove the routing.

![Line items highlighted for approval routing](https://help.cortena.ai/assets/img/help/approval-matrix/05-line-items-highlighted.png)

## Design tips

- Prefer largest-line or header rules you can explain to auditors
- Avoid overlapping tiers that create deadlocks
- Add [delegation](https://help.cortena.ai/guides/workflows/approval-delegation) for holiday coverage

## Multi-entity

Scope matrices per tenant when policies differ across the group. See [Multi-entity workflows](https://help.cortena.ai/guides/workflows/multi-entity-workflows).