> 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 create an approval 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 walks you through four sections: Parameters, Approver, Approval Methods, and Summary.

### Configure Workflow Parameters

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

1. Select the condition field from the following options:
   * 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>

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 each approval layer:

1. Select the approver type under **Approval Layer 1**: **Person** or **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, so an Analyst in Layer 2, for example, cannot review a journal entry until the Org Admin in Layer 1 approves it first.

### Select the Approval Method

Use these steps to choose an approval method, Approve in Rillet, Approve by Email, or Approve in Slack:

1. Select the approval method.
2. Click **Next Step**.

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

Depending on your environment, only **Approve in Rillet** may currently be available, letting users review and approve journal entries directly inside Rillet.

### Review and Save the Workflow

Follow these steps to review the summary, Entry Type, Workflow Conditions, Approval Layers, and Approval Method, and save it:

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 them to control how journal entries are routed for approval.

#### Reorder Approval Workflows

Complete these steps to prioritize more specific approval rules:

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>

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.

#### Activate a Workflow

Take these steps to activate an inactive workflow without recreating its configuration:

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

Perform these steps to deactivate a workflow without deleting it:

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

Work through these steps to preview which workflow a journal entry would trigger:

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>

As you enter sample details, such as amounts, currency, subsidiary, or department, Rillet shows which workflow and approval level would apply, helping you test thresholds and confirm routing behavior before creating a real entry.

### Frequently Asked Questions (FAQ)

<details>

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

These journal entries 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>

Yes, Rillet shows pending approval JEs 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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