> 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 let you control which entries require approval, who approves them, and in what order before posting, so finance teams can enforce review policies for high-value or sensitive entries. Since only the first matching workflow triggers, order determines which rule applies.

### Create a Journal Entry Approval Workflow

Follow these steps to start a new workflow, which walks you through five stages (Type, Parameters, Approver, Approval methods, and Summary):

{% stepper %}
{% step %}
Click your organization name in the lower-left corner and select **Organization Settings**.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FH4VZpSKePgRLaledL1JF%2Fimage.png?alt=media&amp;token=ffd0e934-bf3e-40bd-9b5e-e12746dc78ad" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}
Select **Approval Workflows** in the **Controls & Compliance** group of the Settings sidebar.
{% endstep %}

{% step %}
Click **Create workflow** at the top right of the page.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2F6ETxcjewAHqgJ8eq9A0V%2Fimage.png?alt=media&amp;token=f805909b-f418-4196-ad0c-bb3e34c99837" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}
Select **Journal entries** under **Approval type**.
{% endstep %}

{% step %}
Click **Next step**.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FhrDXJS7bJZUW8VHNrRPj%2Fimage.png?alt=media&amp;token=fd4167fe-b90c-421e-bbfb-6c46079470c9" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

The **Approval Workflows** page lists your workflows in a section for each record type. Workflows run from top to bottom within each type, and the first one that matches applies.

### Configure Workflow Parameters

Complete these steps to configure the workflow parameters under **Where**:

{% stepper %}
{% step %}
**(Optional):** Enter a **Name** for the workflow, or leave it blank so Rillet names it after its conditions, for example "Journal entries: Amount is over 0.00 (any currency)".
{% endstep %}

{% step %}
Select the condition field from the following options, then choose the comparison operator and enter the required value:

* Created by
* Amount
* Subsidiary
* Type
* Source
* Account
* Your custom fields, such as Department, Location, or Stage
  {% endstep %}

{% step %}
Choose the currency if applicable, which defaults to **All currencies**.
{% endstep %}

{% step %}
**(Optional):** Click **+ Add condition** to create additional rules.
{% endstep %}

{% step %}
Continue by clicking **Next step**.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FNJsfKzzGtdwgk43nlHhm%2Fimage.png?alt=media&amp;token=dfc7ff74-12bd-4fd7-aae9-46010751615f" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

For example, a workflow requiring Amount greater than 150,000, Currency of Colombian Peso, and Created by John Doe only triggers when a journal entry meets all three conditions.

### Configure Approvers

Take these steps to configure who must approve the journal entry:

{% stepper %}
{% step %}
Select the approver type under **Step 1**, such as **Person**.
{% endstep %}

{% step %}
Choose one or more approvers in **Select person(s)**.
{% endstep %}

{% step %}
**(Optional):** Click **+ Add step** to create additional approval stages.
{% endstep %}

{% step %}
Select **Next step**.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FS9MgbqYn2zThl4Z6nbHO%2Fimage.png?alt=media&amp;token=a18567c2-bbb9-45d7-872a-625f55a6826e" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

Each step needs one approval before the next step starts, so an approver in Step 2 cannot review a journal entry until Step 1 is approved. In a step with several people, any one of them can approve.

### Select the Approval Method

Use these steps to choose how approvers respond:

{% stepper %}
{% step %}
Review the **Approval method** options, where **Approve in Rillet** is required and already selected so users can review and approve journal entries directly inside Rillet.
{% endstep %}

{% step %}
Click **Next step**.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FBKFSqCFLtiovoeCUoLwh%2Fimage.png?alt=media&amp;token=5cb43874-4aca-45ad-b829-a77fc452ac36" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

Depending on your environment, **Approve by email** and **Approve in Slack** may not be available to select.

### Review and Save the Workflow

Follow these steps to review the summary and save the workflow:

{% stepper %}
{% step %}
Review the **Summary**: the workflow details (name, type, and conditions), who must approve, and the approval method.
{% endstep %}

{% step %}
Click **Save workflow**.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FAPIfUMu6PGg8S89VkzYY%2Fimage.png?alt=media&amp;token=f6c7dee1-486d-4e62-b7ed-1cfe05f5c02b" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

The workflow is added to the list under **Journal entries**.

### Manage Approval Workflows

After creating approval workflows, you can deactivate them to control how journal entries are routed for approval.

#### **Deactivate a Workflow**

Perform these steps to deactivate a workflow without deleting it:

{% stepper %}
{% step %}
Click your organization name in the lower-left corner and select **Organization Settings**.
{% endstep %}

{% step %}
Select **Approval Workflows** in the **Controls & Compliance** group of the Settings sidebar.
{% endstep %}

{% step %}
Expand **Journal entries** if it is collapsed.
{% endstep %}

{% step %}
Click the **three-dot menu (...)** at the right of the workflow.
{% endstep %}

{% step %}
Select **Deactivate workflow**.

<figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FyAM9GgdKvtloNGzR4OYa%2Fimage.png?alt=media&amp;token=d064b007-74d2-4e07-b2c7-ea2209cd2d68" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

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

#### **Reorder Approval Workflows**

Place highly specific approval workflows above more general ones, since Rillet stops evaluating further down the list once a journal entry matches the first one.

### Frequently Asked Questions (FAQ)

<details>

<summary>How do journal entries created through Aura or MCP route through approvals?</summary>

Journal entries created through Aura or MCP use the normal journal entry approval path, similar to a manually created journal entry.

</details>

<details>

<summary>Can I see my financial statements with pending approval journal entries?</summary>

Rillet shows pending approval JEs in your financial statements by design, so all reconciliations can be completed without waiting for upstream approvals that would block the close. If the JE is rejected or deleted, all downstream reconciliations and views update accordingly. You can filter pending approval journal entries out of the General Ledger Report.

</details>

### See Also

To learn more about journal entry approvals in **Rillet**, review these 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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