> For the complete documentation index, see [llms.txt](https://docs.rillet.com/EjmEP4KZ9BVp9j2ho4Mh/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rillet.com/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/set-up-journal-entry-approval-workflow.md).

# Set Up Journal Entry Approval Workflow

Journal Entry Approval Workflows allow you to control which journal entries require approval, who must approve them, and the order in which approvals occur before entries can be posted.

Approval workflows help finance teams enforce review policies for high-value, sensitive, or operationally significant journal entries.

For example, you can require:

* Approval for journal entries above a specific amount.
* Approval for entries created by specific users.
* Multi-level approvals for large or sensitive transactions.

{% hint style="warning" %}
**Important**\
Journal entries trigger only the first matching workflow in the workflow list. Workflow order determines which approval rule is applied.
{% endhint %}

### Create a Journal Entry Approval Workflow

Create approval workflows to define when journal entries require approval before posting.

To create a workflow:

1. Go to **Organization Settings**.

   <figure><img src="/files/peHOKM3rzH1mpONHNpKG" alt=""><figcaption></figcaption></figure>
2. Select **Approval Workflows**.
3. Click **+ New Approval Workflow**.

   <figure><img src="/files/IybvedOdhVjGCeTJjrwQ" alt=""><figcaption></figcaption></figure>

The workflow setup includes the following sections:

* Parameters
* Approver
* Approval Methods
* Summary

### Configure Workflow Parameters

Workflow parameters define when the approval workflow is triggered.

Under **Where**, configure the conditions that journal entries must meet before approval is required.

To configure workflow parameters:

1. Under **Where**, select the condition field.

   Available conditions include:

   * Amount
   * Created By
   * Field
   * Subsidiary
   * Type
2. Select the comparison operator.
3. Enter the required value.
4. Configure the currency if applicable.
5. Click **Add Condition** to create additional rules.
6. Click **Next Step**.

   <figure><img src="/files/TVFA2nB2jjoJM5Xvwb7A" alt=""><figcaption></figcaption></figure>

#### Example Workflow Condition

The following example requires approval when:

* Amount is greater than 150,000
* Currency is the Colombian Peso
* Created By is John Doe

In this scenario, only journal entries created by John Doe above the configured threshold trigger the workflow.

### Configure Approvers

After defining the workflow conditions, configure who must approve matching journal entries.

Approval layers determine:

* Who approves the journal entry
* The order approvals occur

Approvers can be assigned by:

* Individual user
* User role

To configure approval layers:

1. Under **Approval Layer 1**, select the approver type.\
   Choose either:
   * **Person**
   * **Role**
2. Select the required approver.
3. (Optional) Click **Add Approval Layer** to create additional approval stages.
4. Click **Next Step**.

   <figure><img src="/files/mHKmDKiXJjekNjBjDzL2" alt=""><figcaption></figcaption></figure>

Approval layers are processed sequentially. A journal entry moves to the next approval layer only after the previous layer approves the entry.

#### Example Approval Routing

| Approval Layer | Approver  |
| -------------- | --------- |
| Layer 1        | Org Admin |
| Layer 2        | Analyst   |

In this example, the Analyst cannot review the journal entry until the Org Admin approves it first.

### Select the Approval Method

After configuring approval layers, choose how approvers receive and complete approval requests.

Available approval methods include:

* Approve in Rillet
* Approve by Email
* Approve in Slack

To configure the approval method:

1. Select the approval method.

   <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p><strong>Note</strong><br>Depending on your environment, only <strong>Approve in Rillet</strong> may currently be available.</p></div>
2. Click **Next Step**.

   <figure><img src="/files/RBfsqyW5CeYdjHB5mkJc" alt=""><figcaption></figcaption></figure>

Approve in Rillet allows users to review and approve journal entries directly inside Rillet.

### Review and Save the Workflow

Before saving the workflow, review the complete approval configuration.

The summary includes:

* Entry type
* Workflow conditions
* Approval layers
* Approval method

To save the workflow:

1. Review the workflow summary.
2. Click **Save Workflow**.

   <figure><img src="/files/Wm2hhDdcCKPTJ2mYrFGv" alt=""><figcaption></figcaption></figure>

The workflow is added to the workflow list.

### Manage Approval Workflows

After creating approval workflows, you can reorder, activate, deactivate, and preview workflows to control how journal entries are routed for approval.

#### Reorder Approval Workflows

Workflow order determines which workflow is evaluated first.

Because journal entries trigger only the first matching workflow, you may need to reorder workflows to prioritize more specific approval rules.

To reorder workflows:

1. Go to **Organization Settings**.

   <figure><img src="/files/a9xYwzJpzQjPGaCmWZdv" alt=""><figcaption></figcaption></figure>
2. Select **Approval Workflows**.

   <figure><img src="/files/DbCzQvmtmjDqNuJYnCho" alt=""><figcaption></figcaption></figure>
3. Drag and drop workflows into the desired order.

   <figure><img src="/files/peC9Vdd2HzW1Zrb12EGq" alt=""><figcaption></figcaption></figure>

For example, highly specific approval workflows can be placed above more general approval rules.

{% hint style="warning" %}
**Important**\
If a journal entry matches the first workflow in the list, Rillet does not evaluate additional workflows below it.
{% endhint %}

#### Activate a Workflow

You can activate inactive workflows without recreating the approval configuration.

To activate a workflow:

1. Go to **Organization Settings**.

   <figure><img src="/files/kTfmblsGbKrEQo3BJGmD" alt=""><figcaption></figcaption></figure>
2. Select **Approval Workflows**.
3. Select the **Inactive** tab.
4. Locate the inactive workflow and click the A**ctivate Workflow** icon.

   <figure><img src="/files/f2ilHnGrtaLloYkAnODf" alt=""><figcaption></figcaption></figure>

Once activated, the workflow becomes available for journal entry evaluation.

#### Deactivate a Workflow

You can deactivate workflows without deleting them.

This is useful when temporarily disabling approval rules during organizational or operational changes.

To deactivate a workflow:

1. Go to **Organization Settings**.

   <figure><img src="/files/LAE9sP0IssDDqYIRhzXh" alt=""><figcaption></figcaption></figure>
2. Select **Approval Workflows**.
3. Select the **Active** tab.
4. Locate the Active workflow and click the **three-dot menu** (•••).
5. Select **Deactivate Workflow**.

   <figure><img src="/files/PQFsCxPGETYKXpBnYMs4" alt=""><figcaption></figcaption></figure>

Inactive workflows remain saved but are not evaluated against journal entries.

#### Preview Workflow Matching

You can preview which approval workflow will be triggered before creating a journal entry.

This helps validate workflow conditions, approval routing behavior, and workflow order.

To preview workflow matching:

1. Go to **Organization Settings**.

   <figure><img src="/files/QfzZ1zGySgci9YnpIWui" alt=""><figcaption></figcaption></figure>
2. Select **Approval Workflows**.
3. Select **Preview Example**.

   <figure><img src="/files/E7uAY2P8BFtWuhNngOjh" alt=""><figcaption></figcaption></figure>
4. Enter sample journal entry details.

   <figure><img src="/files/OcOgN8Iarte6VbC5e6oO" alt=""><figcaption></figcaption></figure>

For example:

* Debit and credit amounts
* Currency
* Subsidiary
* Account
* Customer or vendor
* Created by
* Department
* Region
* Product groupings

As values are entered, Rillet automatically displays which workflow and approval level would be triggered for the example journal entry.

This is useful for:

* Testing approval thresholds.
* Validating workflow order.
* Confirming approval routing behavior.

#### FAQ&#x20;

* How to journal entries created through Aura or MCP route through approvals?&#x20;
  * These journal entries use the normal journal entry approval path, similar to manually created journal entry.&#x20;
* Can i see my financial statements with pending approval journal entries?&#x20;
  * Yes! By nature, Rillet shows pending approval JEs to ensure all reconciliations can be completed without waiting for upstream approvals that would block close. If the JE is rejected/deleted, all downstream reconciliations and views will be updated. You can filtering pending approval journal entries out of the General Ledger Report.&#x20;

### See Also

To learn more about related topics, read the following articles:

* [**Create a Journal Entry**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/create-a-journal-entry.md)
* [**Journal Entry Audit Trail**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/journal-entry-audit-trail.md)
* [**Manage Access and Roles**](/EjmEP4KZ9BVp9j2ho4Mh/settings-and-config/user-roles-and-permissions-overview/manage-access-and-roles.md)
* [**User Roles and Permissions Overview**](/EjmEP4KZ9BVp9j2ho4Mh/settings-and-config/user-roles-and-permissions-overview.md)
* [**Create a Reversal Journal Entry**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/create-a-reversal-journal-entry.md)
* [**Upload Journal Entries**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/upload-journal-entries.md)


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