Learn how to edit, archive, and restore time and expenses approval policies to keep budget approvals running smoothly.
Time and expenses approval policies define who approves submissions for a specific budget and which submission types require approval. Once a policy is set up, it can be assigned to all budgets or only selected ones.
š Example: Billable Hours & Travel Policy ā requires approval from the employeeās manager for time entries, and from the budget owner for expenses. This policy can be applied to all budgets or only specific ones.
š If youāre new to setting them up, check out our Setting Up Time and Expenses Approval Policies guide first.
Setting up time and expenses approval policies is available on the Ultimate subscription plan.
Modifying Existing Policies
Approval policies can be updated at any time.
1) Access the Policy
Open the policy in Settings > Budget > Approval Policies to edit.
2) Changing Approvers
Add new approvers or remove existing ones.
For pending submissions:
New approvers will receive requests for approval.
Removed approvers no longer count, and their prior approvals are void.
3) Changing Approval Requirements
Switching from āAny of the listed approversā ā āAll approversā means all approvers must now approve pending submissions.
Switching from āAllā ā āOneā automatically approves pending submissions if at least one approver has already approved.
4) Modifying Name or Description
Changes to the policy name or description do not affect pending submissions and can be made anytime.
Archiving and Restoring Policies
Archiving Policies
Removes the policy from all assigned budgets.
Any pending or future submissions are automatically approved unless approvers are manually assigned.
Archived policies do not appear in the policy picker.
Restoring Policies
Restored policies are added back to active policies but are not automatically reassigned to budgets.
To restore, go to Show Archived, select the policy, and click Restore.
Approval Settings Restrictions
If time approval or expense approval is disabled, the corresponding approver options are fixed to No approval needed, with a tooltip explaining the restriction.
If both features are disabled, all policy actions are disabled.
Click on the hyperlink from the warning message to enable time or expense approvals for your organization if needed.
