When a winning policy has Approve: Chain, the bill goes through steps in order. The next step only starts when the current one is done.
Set the chain on the policy under Settings → Approval Flow. Approval of the actual bill happens on Bills (and in the email to the approver).
Before you start
The policy exists, and Approve is set to Chain (not Auto)
Approvers exist as Payfriend users, or you have an email for someone outside the team
Steps
1. Open the policy
Go to Settings → Approval Flow. Click the row.
2. Set the steps
Under Then → Approvers:
Choose Chain.
Add step for each layer (e.g. bookkeeper first, manager after).
On each step: Add approver.
Team — pick someone in the company
Email — name + email if they are not in Payfriend
Save.
Steps run in the order you set. Everyone on the same step must approve before the chain continues. A rejection stops the chain — the policy will not book or pay the bill.
3. When a bill hits
The approver is notified (email / push, depending on notifications). They open the bill under Bills and choose Approve or Reject.
Reject: a reason is optional. It is stored in the history and shown to the other approvers. The chain stops. The bill can be reopened later if it was a mistake.
Check that it worked
The policy shows Chain and the right names
A test bill lands with the first step, not with everyone at once
The second step only after the first is approved
A rejection stops the rest
Common issues
Symptom | Cause | Fix |
No approver | A step with no people | Add Team or email on the step |
Everyone is asked at once | They sit on the same step | Split into more steps if it must be sequential |
Auto instead of chain | Approve is set to Auto | Switch to Chain — auto asks nobody |
Email approver does not reply | Mail caught in spam, or notifications off | Check notifications; send a direct link to the bill |
Next steps
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