# Automations and approval rules

> Set rules once and EaseDesk follows them. Automations make tasks, tell people, email the team and tag customers when something happens. Approval rules hold a discount, a sale below cost, an invoice over the credit limit or a large purchase until the right person approves it.

In EaseDesk: Settings → Automations, and Approvals

## Steps

1. Open Settings, then Automations. Only the owner and admins see it.
2. Under Automations, click Add and pick a ready-made rule, such as Follow up a quotation after 3 days, or start a blank one.
3. Choose when it runs, such as when an invoice becomes overdue or every morning at 9, add conditions such as amount at least ₹50,000, then the actions, and save.
4. Under Approval rules, click Add, choose what needs approval, such as a discount above 10 percent, and who approves, by name or by role.
5. When someone issues a document that a rule holds, EaseDesk asks them to send it for approval. Approvers are told on their phone and by email.
6. Approvers open Approvals in the menu, check the reasons and the figures, and approve or refuse with a reason. Once approved, the document can be issued.

## Rules your business sets once

An automation reads like a sentence: when an invoice is 7 days overdue, if it is above ₹25,000,
make a call task for the salesperson. EaseDesk follows it every time, at any hour, and shows each
run, so you can see what it did and why it skipped something.

## The right person decides

Approval rules stop expensive mistakes before they reach a customer or a vendor: a discount
larger than you allow, a sale below what the goods cost you, an order that takes a customer over
their credit limit, a large purchase, or a credit note given as a discount. Typing a lower price
than the customer's price list counts as a discount too. The document waits as a draft until an
approver says yes, with every decision kept in the audit log.

## Questions

### Do automations email my customers?

No. Automations work inside your business, with tasks, notices, emails to your team, comments, tags and owners. Payment reminders and statements to customers stay under Reminders.

### What happens if I change a document after it was approved?

The approval covers the document as it was. If the customer, items, quantities, rates, total, date, due date or payment terms change, it has to be approved again before it is issued. Changing an issued invoice so that a rule holds it more, such as a bigger discount, needs one of its approvers to make the change.

### Do approvers have to ask for their own documents?

No. If you approve every rule that holds a document, you can issue it straight away, and the audit log records that you did. An AI assistant or bot working for you always asks, so a person decides.

### Can I approve my own request?

No. Someone else decides it, unless you are named as an approver in every rule that holds it.

### Are counter bills held for approval?

Yes. A discount, a sale below cost or a bill on credit past the customer's limit is held at the counter too. The bill is put on hold and the approvers are told; once one approves, bill it from Bills.

### What about recurring invoices?

A schedule that issues invoices by itself must pass your rules, or be set up by an approver. Otherwise choose Make drafts, and each invoice is approved before it is issued.

### Can an automation run away and flood my team?

Each rule runs at most 200 times a day. If it reaches that, it pauses itself and the owner is told, so you can check its conditions and switch it on again.

### Are quick expenses and vendor payments held for approval?

A quick expense above your purchase limit is held. Enter it as an expense bill under Purchases, ask for approval, and pay it once approved. Vendor payments are not held.

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Source: https://www.easedesk.com/help/operations/automations-and-approvals · Updated 2026-10-26 · EaseDesk