When a time entry or expense has more than one approver, the approval type decides when it counts as approved.
Change requests work differently: one approver requesting changes is enough to reject the entry, whatever the approval type.
đ To set up approvers and choose an approval type, see Time Approval in Budgets or Time Approval in Deals for time entries, and Expense Approval: Setup and Flow for expenses.
How Approval Types Work
You choose the approval type when you set up approvers on a budget, a deal, or an approval policy:
All listed approvers: Every approver must approve the entry.
Any of the listed approvers: One approval is enough. Once an approver approves, the approval is final, and the other approvers can no longer act on the entry.
How a Change Request Affects the Entry
With All listed approvers
Every approver needs to approve, but any one of them can reject the entry by requesting changes:
One approver requests changes, the other hasn't acted yet: The entry is rejected right away. It doesn't wait for the second approver.
One approver approves, then the other requests changes: The entry is rejected. The earlier approval doesn't keep it approved.
One approver requests changes, then the other approves: The entry stays rejected. The approval is recorded for that approver, but the entry as a whole remains rejected.
đ Example: The budget owner and the project manager both approve time on a budget. The project manager approves a 4-hour entry, and then the budget owner requests changes. The entry is rejected, even though the project manager approved it.
With Any of the listed approvers
The first action on the entry decides the outcome:
An approver requests changes before anyone approves: The entry is rejected.
An approver approves first: The entry is approved, and the approval is final.
What Happens When a Rejected Time Entry Is Edited
When the submitter updates a rejected time entry, it's resubmitted automatically. Who needs to approve again depends on what changed:
Hours or billable time: All approvals go back to pending, including approvals given before the change request. Every approver needs to approve again.
Person or service: Approvals are removed and set up again. The approvers can change if the new service belongs to a budget or deal with a different approval policy.
Other details, such as the note or task: Only the approver who requested changes goes back to pending. Other approvers' decisions stay as they are.
đ Example: The project manager approved a 4-hour entry, and the budget owner requested changes. If the submitter corrects the hours to 3, both approvers need to approve again. If the submitter only updates the note, only the budget owner needs to approve.
đ Learn how submitters see and update rejected entries in Requesting Changes to Time Entries.
Canceling a Change Request
Only the approver who requested changes can cancel the request. Other approvers can't cancel it for them, and neither can admins or users with the Approve time entries on behalf of any approver or Approve expenses on behalf of any approver permission.
Once you request changes, the entry leaves your list in the Approval Inbox. To find it again and cancel the request:
Open the budget or deal the entry belongs to.
Go to the Time or Expenses tab.
Click the red x icon on the entry's row.
Click Cancel request.
đ To find the entry faster, filter by Approval status and select Requires changes.
If you can view all time entries or expenses, you can also find these entries by filtering Time > Company time or Financials > Expenses by Approval status > Requires changes.
Once the request is canceled, the entry goes back to pending:
If another approver approved before the change request, that approval still counts. Only you need to approve.
If no one had approved yet, all approvers still need to approve.