Help centre › PO approval

PO approval

Big orders get a second pair of eyes. Purchase orders worth more than your threshold can’t be sent to the supplier until someone other than the person who raised them has approved.

Turn it on

PO approval is an add-on: $19 a month, included in Pro. An owner switches it on under Settings → Add-ons. There’s no separate menu item — it adds a threshold setting and an Approval panel on purchase orders.

Set the threshold

  1. Open Settings → Add-ons. With PO approval on, an Approval threshold box appears below the list.
  2. Enter the order value, in your base currency, at which approval becomes necessary.
  3. Click Save threshold.
ThresholdMeans
EmptyNo order needs approval
0Every order needs approval
An amountOrders worth that much or more need approval

The value counted is the goods on the order, converted to your base currency. Additional costs such as freight aren’t included.

Ask for approval

  1. Create the purchase order as usual (see Purchasing).
  2. If it’s at or above the threshold, the order shows an Approval panel explaining why.
  3. Click Ask for approval. People who can approve get a notification that the order needs approval.

Approve or reject

  1. The approver opens the purchase order.
  2. Optionally, they add a note saying why.
  3. They click Approve or Reject. The panel shows the decision, who made it and when.

Once approved, the order can be sent. If it was rejected, change it and click Ask again.

The rules

  • You can’t approve your own order. The person who asked sees “somebody else has to give it”.
  • Sending is blocked — both emailing the order and marking it as sent — while approval is missing, waiting or rejected.
  • Growing the order undoes the approval. If an approved order is increased, it has to be approved again at its new value.
  • Approving or rejecting needs full access to Purchasing.