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> Use this file to discover available pages before exploring further.
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# How to Set Up an Expenses Approval Chain

Use the Approval Levels feature to define automated, multi-step approval chains based on PO value, department, or user roles. This ensures purchase orders are reviewed by the right people without manual handovers — saving time and increasing control. This guide shows you how to configure the chain, assign approvers, and customize workflows for your organization.


###### Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn **How to Set Up Approval Levels.**

${frame}[](https://www.youtube.com/embed/iLgc7pVD_s8)


### Approval levels are applied separately in the Admin settings for:
[Approval Levels (P.O.s)](https://digital-purchase-order.crisp.help/en/article/approval-levels-po-1kwtj5v/)
[Invoices](https://digital-purchase-order.crisp.help/en/article/invoices-cnlzt6/)
**Expenses**

### How to Build an Approval Chain

||| Important: Changes to the Approval Workflow only affect expense settlements that are still pending approval. Already approved expense settlements will remain approved. Depending on the changes made, pending expense settlements may automatically become Approved if the new approval requirements are already fulfilled.


**Step 1: Open Approval Levels**

1. Open **Settings →** **Expenses**

**Step 2: Create Approval Levels**

1. Choose the number of approval levels you need
2. Click: **“+ Add Approval Level”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-18110_1ykc2pt.png =1041xauto)


**Step 3: Arrange Approval Levels**

* Use the **up and down arrows** to reorder the levels
* Click on the right side of a level to view assigned approvers


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_13uritj.png =848xauto)



**Step 4: Add Approvers**

1. Search for the user in: **“Add New Approver”**
2. Click the **plus (+) icon**

**Note**
If multiple users are assigned to the same approval level and department:
> The first available user will complete the approval.

| **Tip:** Approval levels can also be assigned in the user profile, but core settings like department restrictions or amount-based rules can only be configured directly in the approval level.




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_vdykx0.png =822xauto)



**Step 5: Enable Department Approval**

Enable: **“Approval by Department only”**

if the user should only approve documents from their assigned department.

**Red Highlight**
If a level is marked red:
> The checkbox is enabled, but the user in the approval level has no department assigned.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_x0eccj.png =864xauto)



**Step 6: Define Conditions**
For each approval level, you can define conditions such as:

* **Applies to all** Topsheets
* If Topsheets **net total is equal to or greater than** \[amount]
* If Topsheets **net total is less than** \[amount]


**Activate the Approval Workflow**
* Make sure each approval level has at least one assigned user
* Click **Save**
*Once all levels are configured, the automated approval workflow will be activated.*




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_qjgwc3.png =880xauto)





${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto:support@digitalpurchaseorder.com)
Support: __+1 888 DPO 7254__
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

[Or book a personalized support call](https://calendly.com/d/gpk-ppc-rjg)
We look forward to hearing from you.