Accounting guardrails and pending-approval reasons

Where to find it

Settings → Approval rules → Guardrails section

✅ Common tasks

Create a guardrail

1. Go to Settings → Approval rules → Add guardrail

2. Optionally set an amount threshold, or leave it empty to apply to all amounts

3. Optionally narrow it by supplier, ledger account, cost center or (for POs) budget

4. Choose 'require approval from' or 'suggest' mode

5. Assign an approver or approval team and save

Guardrails can't target 'all suppliers' like team rules do — leave supplier conditions empty instead.

Edit, reorder or remove a guardrail

1. Select Edit next to the guardrail you want to change

2. Update its threshold, conditions, mode or assigned approver, then save

3. Use the move-up/move-down controls to change priority in sequential mode

4. Open the guardrail and choose delete, then confirm to remove it

Only Owners and Admins can view or configure guardrails.

Resolve a pending-approval reason

1. Open the invoice and read the pending-approval reason shown

2. If it's a skippable reason, ask an admin if it's set to skip automatically

3. If it's a blocking reason, fix the underlying data (ledger account, VAT, totals, etc.)

4. Resolve any purchase order matching issues before retrying

5. Retry the sync to your accounting package

Blocking reasons can never be skipped — you must fix the data, not bypass it.

🔗 See also

• Approval rules

• Approval teams

• Requesting and giving approval on an incoming invoice

• Accounting booking warnings and errors

• Purchase order matching