# Set up approval workflows

Create amount-based approval steps and manage active workflows.

Canonical: https://demo.qixcount.com/help/setup/approvals-setup

Who can do this: Owners, or people with *Manage business settings, roles & permissions*

Where: Settings, then Approvals

You'll need: Approval workflows turned on in Features

Workflows define who can approve supported documents and which amounts require review. You need the Manage business settings, roles & permissions permission.

## Create a workflow

1. Open **Settings**.
2. Select **Approvals**.
3. Select **Set up** beside a document type with no active workflow.
4. Enter **Workflow name**.
5. Review **Document type** and **Active**.
6. Choose **Business Owner**, **Specific User**, **Any of Selected Users** or **Users with Role** under **Approver type**.
7. Enter **Minimum amount** and, if needed, **Maximum amount**.
8. Under **Select approvers**, select the people, or the role for **Users with Role**.
9. Select **Add Step** for any further approvals, then select **Create Workflow**.

![Approval workflow form with approver and amount fields](https://demo.qixcount.com/images/help/setup-approvals.webp)

A workflow needs at least one step. Its name allows up to 100 characters and description up to 500. Amount limits must be zero or positive; a blank maximum has no upper limit. Both boundaries are inclusive. A request follows only the steps whose amount range includes its amount, in order. A step that doesn't apply is skipped.

For user selections, choose active members. Named non-owner approvers need Approve bills for bills, Create payments to vendors for vendor payments, Approve new vendors for vendors and bank changes, or Post journal entries for journals. Use **Business Owner** for purchase order steps. Owners can approve regardless of the selected approver type, including their own requests. Non-owners cannot approve a request they made or a document they created.

**Users with Role** covers everyone with that role who also holds the approval permission above. A step saved before this choice listed roles keeps the people picked then, until you change it.

## Manage an existing workflow

Only one workflow can be active per document type. Select **Edit** to change it, then “Update Workflow”. The document type cannot be changed on the edit form. **Deactivate** stops that workflow being selected for new requests; inactive workflows offer **Activate**.

> [!WARNING]
> Editing replaces the workflow steps. Review pending requests before changing a live workflow. Deleting cannot be undone and is blocked while that workflow has pending requests.

The displayed workflow types do not include invoices. Turning on the feature switch alone does not add invoice approvals. Continue to [Configure period close checklist items](https://demo.qixcount.com/help/setup/period-close-templates).

## Good to know

Turn on **Approval workflows** in [Features](https://demo.qixcount.com/help/setup/features-and-presets) to show the navigation entry.