Overview

Multi-Level Approval (MLA) allows your organisation to define advanced, rule-based approval workflows tailored to your structure — ensuring bills are reviewed by the right people before payment.

What is Multi-Level Approval?

In MLA, each bill goes through multiple sequential approval levels (up to 5), based on predefined rules such on:

• Department

• Location / Branch

• Bill Amount

Each rule defines who needs to approve at each level before the bill can proceed.

Understanding Approval Flow Visibility Across Screens

Approval flow visibility is integrated across all major bill processing screens:

• Upload Screen:
  As soon as a department and amount are entered, Mysa simulates and displays the full approval path in real-time. Users can view the expected approvers for each level.

  

• Approval Screen:
  Approvers see a clear tracker showing who has approved, who is next, and what actions were taken at each level (Approve, Reject, Send Back). A comment box allows communication between approvers and uploaders.

  

• Finance Review Screen:
  Displays the entire approval history, including names and timestamps.

  

Once your organisation’s approval rules are configured by Mysa, the approval flow is automatically triggered based on the bill's Department, Location, and Amount during the upload.

Approval Tracking in Bill Table View

Mysa provides complete visibility into the approval lifecycle directly within the Bill Table view. Once a bill enters the approval workflow, you can track:

Where can you see the rules created?

The approval rules can be accessed from the Bills Tab

Rule Setup by Mysa

During onboarding (or on request), the Mysa team will:

• Understand your approval policies

• Create customised workflows for your tenant

• Set logic such as:

  • “If Department is Business development and Amount is greater than or equal to ₹12,000.00 → Needs approval from <Approver Name>”

  • “If Department is Operations and Amount is less than or equal to ₹5,000.00 → Auto Approve

These rules are maintained by Mysa and are visible to you via your Bill Settings panel.

Automatic Approval Routing

When a bill is uploaded:

• The system checks its Department, Location, and Amount

• Based on these, it assigns expected approvers across multiple levels

• The bill flows from one level to the next as each approver acts

You can configure up to 5 sequential approval levels in the Multi-Level Approval (MLA) flow. Each level can have multiple approvers, and the bill proceeds to the next level once any one assigned approver at the current level approves.

Who Can Approve

Approvals can be routed to:

• The uploader’s assigned manager

• A specific approver (such as a department head or finance user)

• A fallback set of approvers if no rule condition is met

In each level, approval can move forward as soon as any one of the assigned approvers approves.

Here’s a consolidated summary of everything related to delegation from your uploaded document, organized clearly for reference:

Delegation in Multi-Level Approval (MLA)

Types of Delegation

1. User Inactivation Delegation

2. Bill-Level Delegation

1. User Inactivation Delegation

When a user with an Approver, Finance, or Admin role is deactivated, the following happens:

• Delegation is mandatory:
  The person deactivating the user must select another user to take over their responsibilities.

• Who can be delegated to:

  • Any user with Approver, Finance, or Admin role

• Delegation impact:

  1. All users where the deactivated user was a Manager will be updated.

  2. All approval rules involving the deactivated user will be updated.

  3. All pending bills where the user was an approver will reflect the new assignee.

2. Bill-Level Delegation

Who can delegate at the bill level:

• The approver involved in the current approval step

• Finance users

• Accountants

• Admins

Who they can delegate to:

• Any user with an Approver, Finance, or Admin role

Platform Behaviors

• Role downgrade (e.g., Admin → Member) also triggers the need for delegation.

• Role upgrade (e.g., Manager → Finance) does not require delegation.

Default Rule

If a bill doesn’t match any custom rule, a default fallback rule is applied:

• 1 approval from any of the user’s assigned Managers

• 1 review by any Finance/Admin role

When the Department is changed during the invoice upload flow, the following happens:

Mysa automatically re-simulates the approval workflow based on the new department selected. This means:

• The approval rule engine is re-triggered

• A new set of approvers may be assigned if the department has different rules

• The approval path preview is refreshed on the upload screen

This ensures the bill is always routed through the correct approvers based on the latest selection.

Notifications

Approvers receive notifications via:

• Email

• Mobile push

• WhatsApp or Slack integrations, if enabled for your organisation

TLDR

FAQ

1. How many approval levels can be set for a bill?
A: Mysa supports up to 5 sequential approval levels. The number and logic of these levels are defined based on your organisation’s requirements and configured by the Mysa team.

2. Can I set or modify the approval rules myself?

A: No, the approval rules are configured and managed by the Mysa team. If you need changes to your approval flow, please reach out to your account manager or Mysa support.

3. How does Mysa decide who needs to approve a bill?
A: Approvers are automatically assigned based on rule conditions such as Department, Location, and Bill Amount. These rules are pre-configured by Mysa for your organisation.

4. What happens if a bill doesn’t match any rule?

A: A default rule is applied. By default, the bill will require one approval from any of the uploader’s assigned managers and one finance review before proceeding.

5. Can approvers edit the bill details during approval?

A: No, approvers cannot edit the bill amount or organisational fields like Department or Location. If changes are needed, they must reject the bill so the uploader can revise and resubmit.