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.
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.
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.
When policy depends on lines (cost center or amount by line), highlight the relevant line items so approvers know what drove the routing.
Design tips
- Prefer largest-line or header rules you can explain to auditors
- Avoid overlapping tiers that create deadlocks
- Add delegation for holiday coverage
Multi-entity
Scope matrices per tenant when policies differ across the group. See Multi-entity workflows.