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Set up a cost object workflow for expenses

Build a custom workflow to approve expenses based on their cost objects.

Written by Yokoy Team

🌐 Web | 👤 Yokoy admin with Workflow Designer permissions

In a cost object workflow, an expense is routed for approval by the cost object owner.

It uses Assign all cost object approvers and Cost object approval nodes. The first node assigns to the expense document the cost object owner(s), while the second one deals with escalations/complete the full approval flow logic.

Both of these nodes must be used in combination to create a cost object approval flow.

You can also configure this approval workflow with other approval flows.

Configuring the workflow

To set up a cost object workflow:

Step

Node(s) to use

Options required

1a

New (status)

Submit action

1b

Draft (status)

Submit action

2

Assign all cost object approvers (activity)

  • Require approvers: Select whether you want to force at least one approver for cost object. If no approvers are set, then Yokoy stops the flow.
    If you don’t select this checkbox and there is no approver set for the cost object, Yokoy moves the document to the next step in the flow.

3

Cost object approval (approval)

  • Check for independence: If selected, escalates to parent cost object if the submitter is the same as the cost object owner and approves.

  • Escalate to parent cost object: If selected, escalates to parent cost object if the approval limit has been surpassed.

4a

Needs revision (status)

Send back action

4b

Draft (status)

Recall action

4c

Rejected (status)

Reject action

4d

In review (status)

No action

✏️ Note
Nodes and actions to use after the approval node will depend on the specific scenario. The list given as an example is non-exhaustive.
Remember to always connect an approval node to Need revision, Draft, Reject, and In review statuses.

In the end, the workflow looks like this:

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