How Approval Routing Works in Quick Payable

Quick Payable does not use a separate Workflow or Approval Rule builder. Approval routing is determined entirely by how users are configured in the custom Users tab, as introduced in Getting Started. This guide is written for whoever owns your approval process, often an AP manager or Salesforce admin.

Routing Conditions: Actual Behavior

Routing is based on three fields configured on each user record:

• Assigned User: the user an invoice is currently assigned to for approval.
• Monetary Limit: the maximum invoice amount that user is authorized to approve.
• Manager: the user an invoice escalates to if it exceeds the assigned user's Monetary Limit.

If the invoice amount exceeds the assigned user's Monetary Limit, it routes to the configured Manager. There is no separate configuration for amount tiers, vendor-based routing, department or cost center routing, or project/fund-based routing, those conditions do not apply in Quick Payable's approval model.

Single vs. Multi-Level Approval

Because routing follows the Manager chain configured on each user, approval naturally becomes multi-level when an invoice exceeds a user's Monetary Limit: it moves up to that user's Manager, and can continue up the chain if the Manager's own Monetary Limit is also exceeded.

• Single-step approval: the assigned user's Monetary Limit covers the invoice amount, so they approve it directly.
• Escalated approval: the invoice amount exceeds the assigned user's Monetary Limit, so it routes automatically to their configured Manager.

Setting Up Routing

Routing is configured entirely from the Users tab in the Quick Payable app, not through Salesforce Approval Processes or generic approval rules. See the Users tab setup steps in Getting Started for how to configure Role, Monetary Limit, and Manager for each user.

Exception Handling

• If Quick Payable detects a duplicate invoice during processing, the invoice is automatically marked with a Rejected status rather than routed for approval. Review the rejected invoice and the existing invoice record to determine whether further action is required.
• If Quick Payable detects a mismatch between the OCR-extracted data and the uploaded invoice PDF, review the highlighted fields (such as line items or total amount) and correct them before the invoice continues through approval.

Notifications

• Users are notified when an invoice is routed to them for approval and can act on it from any device.
• QP Staff can check the status of invoices they submitted from the Payable Invoices list view or the AP Dashboard.

Testing Routing Changes

1. Make changes to user Roles, Monetary Limits, or Managers in a Sandbox first if you're modifying configuration already in production use.
2. Run a small batch of realistic test invoices at different amounts to confirm they route to the expected user or escalate to the correct Manager.
3. Confirm a duplicate or mismatched test invoice is correctly flagged before relying on the exception handling in Production.
4. Roll out changes to Production during a low-volume period, and monitor the first few real invoices closely.