Workflow & Approvals

Who can use this: Owner, Manager (Approver can approve). URL / Route: /finance/workflow (finance.workflow.index), /finance/settings/sales/workflow, /admin/workflow-rules. Plan / feature gate: tracker.sales_approval_workflow, tracker.purchase_approval_workflow, tracker.workflow_rules (premium). Permissions: workflow.manage, document-level *.approve permissions.

Purpose

Workflow & Approvals adds a review step before documents post. Instead of any user posting an invoice or bill directly, the document goes to Pending Approval and an approver signs off first — giving you financial control without locking everyone out of creating documents.

Approval workflow

Sales approval workflow

Feature: tracker.sales_approval_workflow.

When on, quotes / sales orders / invoices follow Draft → Submit → Pending Approval → Approved → Post. A document cannot be posted until it is Approved.

Purchase approval workflow

Feature: tracker.purchase_approval_workflow.

The same review step for bills and purchase orders.

Approval queue

Approvers see everything waiting for them in the Approval queue. Approving releases the document for posting; rejecting returns it to Draft with a note.

Sales workflow settings

Route: finance.settings.sales.workflow.index.

This screen controls the shape of your sales pipeline — including whether Sales Orders are part of it. Turning on "Use Sales Orders" here enables the Sales Order stage between Quote and Invoice. (A feature being on your plan is not enough — the workflow stage must also be switched on here.)

Workflow rules

Feature: tracker.workflow_rules. Route: /admin/workflow-rules.

Workflow Rules automate actions on events — e.g. notify someone when an invoice over a threshold is posted, or auto-tag documents. Rules are condition → action pairs you define once.

Behaviour and rules

• Approval blocks posting, not creating. Anyone with create permission still drafts documents.
• The Approver role exists for sign-off; combine with document *.approve permissions.
• A feature on the plan still needs configuration. Sales Orders is the clearest example — see Sales orders.

Related

• Invoices, Quotes, Sales orders, Bills, Expenses, Purchase orders — every transactional doc can be approval-gated.
• Fixed assets — the Approver role exists specifically for asset sign-off.
• Timesheets, Mileage — approval flows for time and travel.
• Journal entries — manual journals can be gated.
• Recurring transactions — auto-generated documents still hit approval.
• Settings — workflow rules live here.