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Approvals & automation

Approvals, workflow rules and a dunning ladder

Hold high-value documents for sign-off, run event→condition→action workflow rules, and let a prebuilt dunning ladder chase overdue invoices, un-capped and un-gated.

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What it solves

Two problems as a team grows: some documents shouldn't post the moment someone hits save, and the small things that should just happen (a nudge when an invoice goes overdue, a category on a bank line, a draft PO when stock runs low) get forgotten. Approvals add the control step: a document matching a rule you set is held for a named approver and can't reach your books until they sign off. Workflow rules add the reflexes: when something happens in your books, a rule you configure acts on it automatically. Between them, the bigger numbers get more eyes and the routine chases itself.

How we're different

The approval hold is enforced at the database, not just in the screen. A held record is blocked from posting to your double-entry books from every path (the app, the API, even a direct query) and only an authorized approver clears it. And the automation is un-capped and un-gated, where other tools meter workflow rules per module on a paid tier: every message a rule sends still passes the same consent chokepoint your outreach uses. With no rules configured, nothing changes: your books behave exactly as they do today.

Workflow rules in Finocket: each rule with its trigger event and active state
Finocket dashboard showing earnings, spend and outstanding at a glance
What it does

Inside Approvals & automation

01

Rules by amount and creator

Configure per document type (invoice, expense, payment or purchase order) with an amount threshold and an optional match on who created it, so only the documents you care about get held.
Workflow rules in Finocket: each rule with its trigger event and active state
02

Named approver or role

Point each rule at a specific person or an automation-write role; only they can approve or reject, and the authority check is enforced server-side, never just in the UI.
Approvals in Finocket: a purchase order waiting for sign-off with approve and reject
03

Un-bypassable hold

A held record cannot post to the books or be sent/fulfilled through any code path until it is approved. The guarantee lives in Postgres, so it holds for the API and direct database writes too.
Finocket dashboard showing earnings, spend and outstanding at a glance
04

Workflow rules: when X, do Y

Build event→condition→action rules on the things that happen in your books (an invoice created or gone overdue, a payment received, an expense recorded) and let them act automatically. Runs are idempotent and logged, un-capped and un-gated, and every message a rule sends still passes the consent chokepoint.

Approvals & automation

Workflow rules: when X, do Y

05

A prebuilt dunning ladder

Switch on a ready-made ladder that chases overdue invoices on a firming schedule, so collections happen without you setting a reminder each time, and it stops the moment the invoice is paid.

Approvals & automation

A prebuilt dunning ladder

More in Approvals & automation

Bank rules that suggest, never auto-post

Rules on imported bank lines (narration-contains, amount range, direction) suggest a match or an expense category with one-tap Accept. A rule fires only when every condition matches, so there are no silent auto-commits and no false positives.

Approve, reject, and a full trail

Approvers approve or reject with a note; every decision is captured in the tamper-evident audit log alongside the request, so you can always see who cleared what and when.

Works with the rest of Finocket

Invoices & payments
High-value invoices wait for sign-off before they can be sent and posted; the dunning ladder then chases the ones that go overdue.
Reports & books
A held expense or payment stays out of your books until approved, so your statements only ever reflect signed-off numbers.
Bank reconciliation
Bank rules on imported statement lines ride the same workflow engine, suggesting a match or category, never a silent auto-post.
Email & sequences
Dunning-ladder and rule-driven messages still pass the one consent-checked send chokepoint, re-resolved per recipient.
Developers & API
The same approval hold applies to records created over the API, enforced at the database, so automation can't route around it.

Part of Developer & AI. See how every module connects.

Questions

What happens with no approval rules set up?

Nothing changes. With zero rules configured, no record is ever held, the approval column stays empty, and every invoice, expense and payment behaves byte-for-byte as it does today. Approvals only ever engage once you create a rule.

Can someone bypass an approval by using the API?

No. The hold is enforced in the database itself, so a held record is blocked from posting to your books whether it's touched from the app, the REST API or a direct query. Only an authorized approver's action can release it.

Do the workflow rules cost extra or hit a cap?

No. Workflow rules and the dunning ladder are un-capped and un-gated, unlike tools that meter rules per module on a paid tier. Every message a rule sends still routes through the same consent chokepoint your outreach uses (consent and the suppression list re-checked per recipient at the moment of sending), and each run is idempotent and logged.

You add a control step where it matters and stop chasing late payers by hand.

Learn how it works

Approvals: require sign-off before records post

Hold invoices, expenses, payments or purchase orders for approval by rule (amount threshold, creator role, assigned approver), then approve or reject from one queue, with a full audit trail and API access.

Notifications, and who gets them

The bell tells you what needs you, and now it reaches your team rather than only the owner. Turn categories off, set quiet hours in your own timezone. Security alerts always come through.

3 min read

Closing your Finocket account

Close your account yourself from Settings → Account & privacy. Nothing is erased for 30 days, a grace window you can cancel in. Export your CSV first, because after that there is no copy to ask for.

3 min read

Browse the full help book

Ready to ditch the spreadsheet?

Free for solo users until 31 Dec 2026 — no partner code needed. ₹99/month after that. No credit card. Your books stay yours.

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