Approvals and segregation of duties
Configure approval rules for bills, payments, journals, and adjustments by amount or type, and enforce segregation of duties between preparers and approvers.
- Plans
- Advanced and above. Custom policies, SSO and SCIM: Enterprise contract scope
- Availability
- Available
- For
- Enterprise, Administrators, Accountants
- In KontoCore
Enterprise → Approvals
What this does
Approval rules hold a record in Pending approval until an authorized approver acts. The preparer cannot approve their own record.
Every approval and rejection is logged with user, time, and comment.
How to
Create a rule
- 1Enterprise → Approvals → New rule.
- 2Choose record type and threshold (e.g. bills over $5,000).
- 3Pick approver roles or users, and single or sequential approval.
- 4Save; rules apply to new records.
Approve
- 1Open the Approval queue.
- 2Review the record and evidence.
- 3Approve or reject with a comment.
Statuses and lifecycle
| Status | Meaning |
|---|---|
| Pending approval | Not posted. |
| Approved | Posts or becomes payable. |
| Rejected | Returned to the preparer. |
Corrections, voids, and reversals
- Rejected records can be edited and resubmitted; approved and posted records follow normal reversal rules.
Provider and availability notes
- SSO/SAML requires a compatible identity provider and Enterprise agreement. SCIM directory provisioning is contract-scoped.
Permissions
- Administrators configure rules; only listed approvers can approve.
What happens in your books
Nothing posts while pending. Approval triggers normal posting.
Common mistakes
- Giving one person both preparer and sole approver roles, leaving records stuck.
Related articles
KontoCore EnterpriseAdvanced plus a contract overlay: custom capacity, SSO/SCIM, custom policies, integrations, and dedicated support.Users, roles, and seatsInvite people, assign roles, understand included users per plan, and manage pending invitations.Security and accessSign-in protection, roles, company isolation, audit history, and what administrators can review.Paying vendor billsSelect open vendor bills, apply vendor credits, choose how and when to pay, and record full or partial payments that clear accounts payable.
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Last reviewed October 6, 2026