How the online store approval process works

Requiring order approvals is a great way to monitor merchandise spend and have transparency on what employees are ordering. Order approvals can be set up based on a dollar amount threshold – for instance, all orders over $100 require approval.


If a portal has multiple locations set up, we can designate different approvers for each location. Please let us know who you would like to be the approver and we will set them up in our system.

In addition to the designated approver, anyone who has admin credentials will also have access to approve orders. However, only the designated approver will receive email alerts to approve orders that have been placed. 


The flow of an order that requires approval will take the following steps:

  1.  Client places an order
  2. Client receives email alerting them their order is pending approval and nothing has shipped yet  
  3. Approver is sent an email with a link to approve the order. It will include who ordered, what was ordered and if the budget feature is enabled, how much is left in the budget.  The approver has the ability to upgrade or downgrade the shipping speed by selecting the Shipping Method dropdown. They can also edit the quantity of what was ordered. 
  4. Once the approver approves the order, the client will receive a confirmation email letting them know it was approved. If the approver rejects the order, they will also receive an email with the notes the approver wrote with the reason. 
  5. Once the order ships, the client will receive a confirmation email with tracking
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