Money requests and approvals
Staff ask for salary, a bonus, an advance, a reimbursement, a withdrawal or their commission; the owner or a manager approves, pays and it is booked in Accounting.
Money in a shop should not move by a chat message. A request keeps who asked, who decided, how much and why. What exists today are money requests; changes to permissions stay with the owner (see Staff roles and permissions).
Before you start#
- The Staff tool is on, and Allow money requests is on under Approval rules.
- For the booking to reach the books, Accounting should be on too (see below).
The flow#
Text version of the diagram
- Staff member sends a request to Owner and managers are notified
- Owner and managers are notified to Approver decides
- Approver decides to Rejected with a reason (Reject)
- Approver decides to Pay now or later? (Approve)
- Pay now or later? to Paid and booked in Accounting (Pay now)
- Pay now or later? to Approved, paid later (Pay later)
- Approved, paid later to Paid and booked in Accounting (Pay)
- Rejected with a reason to Requester gets a notice
- Paid and booked in Accounting to Requester gets a notice
- Requester gets a notice to Written to the audit log
Kinds and statuses#
| Kind | What it is |
|---|---|
| Salary, Bonus, Advance | Money owed to or advanced to the person |
| Reimbursement | A cost they paid; the note should carry the receipt detail |
| Withdrawal | Handing over cash the person holds. It cannot be more than the cash they hold |
| Commission | Their earned commission, asked from the Commission page |
| Status | Meaning |
|---|---|
| Pending | Waiting for a decision |
| Approved, not paid | Approved now, to be paid later |
| Paid | Paid, and booked in Accounting where it is on |
| Rejected | Declined; the reason is kept |
| Cancelled | The requester withdrew it |
Ask for money (staff)#
- 1
Open My work > My requests and press New request
This is in your own workspace.
- 2
Choose the Kind, enter the Amount (taka) and a Note
Say what it is for. You can have one open salary request per month.
- 3
Press Send request
You see Request sent. Follow it on the same page; you can Cancel request while it is pending.
Decide (owner or manager)#
- 1
Open Staff > Requests
Managers see the requests of non-manager staff on their own page, Requests to decide.
- 2
Press Approve and pay, Approve or Reject
Choose Pay from an account, or Approve now, pay later. You may lower the amount, never raise it. A rejection needs a reason.
- 3
Pay later requests
Press Pay on an approved row when the money goes out.
Rules that protect the owner#
| Rule | Detail |
|---|---|
| No self-approval | Nobody decides their own request |
| Manager scope | A manager decides only the requests of non-manager staff, never another manager's |
| Manager limit | Manager approval limit (taka) caps what a manager approves alone; above it the request waits for the owner. Blank means no limit |
| Allowed accounts | A manager pays only from Accounts managers may pay from, set by the owner under Approval rules |
What reaches Accounting#
Paying a request books it as an expense linked to that staff member (salary, bonus and commission, advance, reimbursement). A Withdrawal is a cash handover and books no expense. If Accounting is off, the request is marked paid with no entry and the row says No Accounting entry yet; turn Accounting on and press Book in Accounting, which books it once. See Expenses.
Common problems#
"This is above your approval limit. The owner decides it."
Your limit is lower than the amount. Ask the owner to decide.
"You cannot pay from this account."
The owner has not listed that account for managers. Ask the owner or pay from a listed account.
"This request was already decided."
Someone else decided it. Refresh the page.
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