As an admin, you can manage transaction review settings within a policy. All settings in a policy apply to all budgets where that policy has been added. Transaction approvals can be made by bookkeepers, budget owners, managers, and/or specific people. Transaction approvals must be made in the exact order listed in your settings.
If your approval flow is enabled by transaction amount option for your approval flow, you can add separate settings for other amount ranges by creating layers. Each layer can include a unique list of approvers.
Notes:
Only Admins can view and adjust approval settings.
Approval flows in Spend Center are used to approve how transactions are coded. They do not determine whether a transaction is approved or declined at the point of sale.
Manage transaction review from a web browser
In the Spend Center Navigation Menu, select Policy
To create a policy, select Create new policy
To edit an existing policy, select Edit for the policy
Find the What transactions will require review? section
Select if approvals are required:
Not required: review is not required for any transactions in budgets associated with the policy
Approvals required: review is required for every transaction in budgets associated with the policy
If you selected Approvals required, select the sequence in which transactions must be reviewed:
To require that transactions are approved in the exact order listed in the Require Approval section, select Sequential
With Sequential option selected, each approver must wait until the previous approver has approved the transaction.
If you have selected sequential approval flow, the word "Then" displays in the approval flow, meaning that approvers must approve transactions in the order listed.
To allow transactions to be approved in any order, select Non-sequential
If you have selected non-sequential approval flow, the word "And" displays in the approval flow, meaning that all approvers can approve transactions in any order.
To begin approvals on a specific date, enter the date in the Start date field
Note: You can enter a past date to include past transactions in the approval flow.
To allow approvers to approve incomplete transactions, select Allow incomplete transactions to be approved
Note: If this option is turned off, any users selected as approvers cannot approve incomplete transactions.
To allow approvers to approve their own transactions, select Allow required approvers to approve their own transactions
Note: If this option is turned off, anyone selected as an approver cannot approve their own transactions.
To require approvals for transactions above a specific amount, enable the Set Approvals by Transaction Amount option
Enter the range in the If transaction amount is fields
Select users or user roles that are required to approve.
To select approvers, open the drop-down menus in the Require approval from section
You can select bookkeepers, budget owners, managers, next level managers, and specific people
Each role can only be chosen once
If you select the Specific person option, you can enter or select the name of any user from your Spend Center account.
To add additional approvers, select + Approver
To remove an approver, select the Remove icon.
To allow the last approver to finalize the approval flow for each transaction, select Allow last approver to finalize the approval flow
Note: If this option is unchecked, all approvers must approve each transaction.
If you selected the Set approvals by transaction amount option, you can add separate settings for other amount ranges by selecting + Layer
Enter a new range in the If transaction amount is fields.
Add approvers according to the steps above.
To remove a layer, select Delete layer
To save your changes, select Save
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