This guide demonstrates how to configure more complex, multi-step approval rules using the flexibility of the Ebury Approval Workflows feature. For each scenario, we'll break down the business logic and show you how to translate it into a functional set of rules.
It is recommended that you first familiarise yourself with the basics of setting up workflows in our "How to Set Up and Use Payment Approval Workflows" guide.
Scenario 1: Multi-Tiered Approval with Hierarchical Authority
This scenario is for businesses whose approval policies are based on a hierarchy, where higher-level signatories can substitute for lower-level ones.
Our Goal:
Based on the following internal policy, we will configure the full set of valid approval combinations for each tier.
Payment Value | Authorisation Levels |
Equal to or less than £100k or currency equivalent | A minimum of any one C signatory and any one B signatory |
Over £100k up to and including £1m or currency equivalent | A minimum of any two B authorised signatories |
Over £1m up to and including £5m or currency equivalent | A minimum of any one A signatory + any one B signatory |
In excess of £5m or currency equivalent | Any two A signatories |
Key Concept: Configuring Hierarchies with "OR" Rules
The phrase "A minimum of" implies that higher authority groups can substitute for lower ones (e.g., a Group A user can fulfil a Group B requirement). In our system, you achieve this by creating multiple valid rule combinations for a single threshold. The system will consider the payment approved if any one of these "OR" combinations is met.
Configuration Steps:
Translate Your Policy into the System's Currency (EUR) First, your business must decide on the official EUR amounts that correspond to your GBP policy tiers. For this example, we'll assume your company sets the following equivalents:
"up to £100,000" policy is set as up to €120,000.
"up to £1,000,000" policy is set as up to €1,200,000.
"up to £5,000,000" policy is set as up to €6,000,000.
Log in as an Administrator and navigate to the "Payment Approval Rules" settings.
Create All Valid Rule Combinations for Each Tier:
Tier 1: Up to €120,000
Threshold:
€0 - €120,000Policy Logic: "A minimum of any one C signatory and any one B signatory." This means the baseline is
1xB + 1xC, but higher-level users can substitute.System Rules to Configure for this Threshold:
1 x Group B + 1 x Group C(The baseline rule)2 x Group B(A Group B user substitutes for the Group C user)1 x Group A + 1 x Group C(A Group A user substitutes for the Group B user)1 x Group A + 1 x Group B(A Group A user substitutes for the Group C user)2 x Group A(A Group A user substitutes for both B and C users)
Tier 2: Over €120,000 up to €1,200,000
Threshold:
€120,000.01 - €1,200,000Policy Logic: "A minimum of any two B authorised signatories." The baseline is
2xB, but Group A users can substitute.System Rules to Configure for this Threshold:
2 x Group B(The baseline rule)1 x Group A + 1 x Group B(A Group A user substitutes for one Group B user)2 x Group A(Two Group A users substitute for the two Group B users)
Tier 3: Over €1,200,000 up to €6,000,000
Threshold:
€1,200,000.01 - €6,000,000Policy Logic: "A minimum of any one A signatory + any one B signatory." The baseline is
1xA + 1xB. Only another Group A user can substitute for the Group B user.System Rules to Configure for this Threshold:
1 x Group A + 1 x Group B(The baseline rule)2 x Group A(A Group A user substitutes for the Group B user)
Tier 4: Over €6,000,000
Threshold:
€6,000,000.01 - UnlimitedPolicy Logic: "Any two A signatories." The phrase "A minimum of" is not used here, which implies this is a strict requirement with no lower-level substitution possible.
System Rule to Configure for this Threshold:
2 x Group A
Save and Submit for Approval: Once all the rule options are configured for each threshold, save the changes. A second administrator must review and approve this complete configuration before it becomes live.
By setting up your workflows this way, you create a robust and flexible system that correctly mirrors the hierarchical intent of your company's financial policies.
▶️ Watch the video to see these steps in action.
Scenario 2: Flexible Two-Step Approval with Multiple Options
This scenario is for organisations that require two people to approve all payments but want to provide flexibility in who those two people can be, depending on the payment value. It demonstrates how to use the system's "OR" logic by setting up multiple valid rules for a single threshold.
Goal:
Implement the policy below, which requires two distinct authorisations for every payment.
Payment Value (GBP) | Authority 1 | Authority 2 |
0 – 10,000 | 1x A, B or C | 1x A or B |
10,000.01 – 250,000 | 1x A or B | 1x A or B |
250,000.01+ | 1x A or B | 1 x A |
Key Concept: Creating "OR" Conditions for Flexibility
As we saw in the first scenario, you can add multiple approval combinations to a single threshold. The payment will be approved if any one of these "OR" combinations is met. This is the perfect way to configure the flexible approval policy outlined above.
Configuration Steps:
Translate Your Policy into the System's Currency (EUR) First, your business must decide on the official EUR amounts that correspond to your GBP policy tiers. These should be clear, round numbers for your internal policy.
For this example, let's assume your company sets the following EUR equivalents:
The "up to £10,000" policy tier will be set in the system as up to €12,000.
The "up to £250,000" policy tier will be set as up to €300,000.
Log in as an Administrator and navigate to the "Payment Approval Rules" settings.
Configure Each EUR Threshold with Multiple Rule Options:
Tier 1: Up to €12,000
Threshold:
€0 - €12,000Policy Logic: This requires two approvers. The total approval must consist of one person from (Group A or B) and another from (Group A, B, or C). This gives us several valid combinations, excluding a
C+Ccombination.System Rules to Configure for this Threshold:
2 x Group A1 x Group A + 1 x Group B1 x Group A + 1 x Group C2 x Group B1 x Group B + 1 x Group C
Tier 2: Over €12,000 up to €300,000
Threshold:
€12,000.01 - €300,000Policy Logic: Requires two distinct approvers, both from either Group A or Group B.
System Rules to Configure for this Threshold:
2 x Group A1 x Group A + 1 x Group B2 x Group B
Tier 3: Over €300,000
Threshold:
€300,000.01 - UnlimitedPolicy Logic: Requires two distinct approvers. One must be from Group A, and the other can be from either Group A or Group B.
System Rules to Configure for this Threshold:
2 x Group A1 x Group A + 1 x Group B
Save and Submit for Approval: After adding all the rule options to each EUR threshold, save the configuration. A second administrator must approve these changes before they take effect.
How it Works in Practice: When a user creates a payment of £8,000 GBP, the system will convert that amount to EUR. It will see that the EUR equivalent falls within the €0 - €12,000 threshold and will open it up for approval. The payment will be processed once any of the five valid rule combinations for that tier have been met (e.g., one user from Group B and one from Group C both approve it).
▶️ Watch the video to see how to add multiple rule combinations to a single threshold.
Best Practices for Complex Scenarios
Map It Out: Before you start configuring, draw your workflow on paper. Clearly define the thresholds and the "who can approve" logic for each.
Use Groups Logically: Ensure your user group assignments are clear and hierarchical (e.g., Group A has the highest authority). This makes complex rules easier to manage.
Avoid Gaps: Double-check that your threshold ranges are continuous and do not have any gaps (e.g., a rule ends at 10,000 and the next starts at 10,001).
Test Your Setup: After your new rules are active, create a low-value test payment to ensure it routes for approval exactly as you intended.
Plan for Dual Admin: When planning to implement changes, factor in the time needed for a second administrator to review and approve the configuration.