> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Setup Approval Levels in DPO

The **Approval Levels** feature allows you to define automated, multi-step approval workflows based on **amount, department, or user roles**. This ensures that purchase orders, invoices, and expenses are reviewed by the right people without manual handovers.

###### Where Approval Levels Are Configured

Approval levels are set up separately 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**](https://digital-purchase-order.crisp.help/en/article/expenses-1wl701f/)

*You can find them in your settings.*

### **Video Tutorial**
Prefer a visual walkthrough? Watch our video tutorial to learn how to **set up and manage approval workflows in DPO**.

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


||| Important: Changes to the Approval Workflow only affect P.O.s, invoices, and Expenses that are still pending approval. Already approved items will remain approved. Depending on the changes made, pending items may automatically become Approved if the new approval requirements are already fulfilled.


### How Approval Assignment Works

There are two main ways to configure approvals:

1. **Approval by Department**

Use this option when **users should only approve items from specific departments**:

* Assign departments in the **user profile**
* Enable **“Approval by Department only”** in the approval level


2. **Approving across all departments:**

Use this when a **user should approve everything** (e.g. Production Manager):

* No need to assign departments to the user
* Leave **“Approval by Department only”** unchecked
* Place the user in a separate approval level

|| **Important:** Do not mix users with and without departments in the same approval level.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-18235_6rtbj0.png =906xauto)


###### Approval Rules and Department Settings

* Users can set up [**custom email notifications**](https://kb.digitalpurchaseorder.com/en/accountsettings) in their account to be informed about activities such as new documents or approval requests
* When a **P.O., Expense, or Invoice is created within a department**, all users assigned to that department in their profile, as well as any users without a department who hold approval level 1, 2, 3, etc. in the approval chain, **will be required to approve it.**
* If you **need to limit a user’s access** within a department, **create** a **separate department**. For instance, **if two people work in the same department** **but shouldn’t see each other’s items**, place them in **different departments**
* If you **do not enter a department in Invoices or Expenses**, the approval chain will be followed with **all assigned users, without any conditions.**
* **Note:** If a **person appears twice in the approval chain**, their **second appearance will be skipped** automatically

###### Amount-Based Approval

You can define approval levels based on amount:

* Above a certain value
* Below a certain value

This allows for more granular control over approvals

### How to Build an Approval Chain

|| Note: This example is based on the setup for Expenses but works essentially the same for P.O.s and Invoices. 

**Step 1: Open Approval Levels**

1. Open **Settings > Approval Levels (P.O.)**, **Invoices**, or the **Expenses** tab

**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-18221_1a9wjhj.png =860xauto)


**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_10wvwt8.png =827xauto)


**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_qcpym5.png =936xauto)


**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_1e04qmy.png =861xauto)
**Step 6: Define Conditions**
For each approval level, you can define conditions such as:

* **Applies to all** Purchase Orders, Invoices, or Topsheets
* **(Applies to special P.O.s only)**
* If Purchase Orders, Invoices, or Topsheets net total is equal to or greater than \[amount]
* If Purchase Orders, Invoices, or 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_14awfch.png =838xauto)



${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.