Create and manage Apron Card transaction approval workflows

Add an extra layer of control over Apron Card spending by requiring designated approvers to review transactions.

Card transaction approvals let you require one or more team members to review and approve Apron Card transactions. Transactions aren't blocked – approvals run in the background, giving your team a convenient way to review spend and maintain an extra layer of control over company spend.

Approvers can review transaction details and attached receipts, then either approve or flag each transaction.

This feature is separate from payment approvals, which cover supplier and payroll payments – you can use both together or independently

Card transaction approval workflows can only be managed by Owners, Admins, or members with a Custom role and the manage approval workflows permission.

Any team member can be selected as an approver, regardless of their role.

To create an approval workflow for card transactions:

You'll then configure three things: who the rules apply to, the transaction amount thresholds, and who needs to approve.

Select the members whose transactions should go through approval. You can pick individual members or select all. Each member can only have their transactions covered by one approval workflow at a time, but a member can be an approver in multiple workflows.

Define the minimum transaction amount that triggers an approval. For example, setting the threshold to £20 means only transactions over £20 require approval – anything at or below the threshold won't need one.

You can add multiple thresholds with different approval requirements. For instance:

For each threshold, choose who needs to approve and how many approvals are required:

You can add multiple sequential approval steps, where each step must be completed before the next one begins. For example:

Click Add approval step to add additional steps to a threshold, or Add amount threshold to add a new tier. When you're happy with the setup, click Set up approvals to activate the workflow.

Once a workflow is set up, you can view, edit, or delete it from Settings > Approvals > Card transactions.

Click on the workflow, then select Edit. You can change the members, thresholds, approvers, and steps. Any changes you save will apply to new transactions going forward – past transactions won't be affected.

Click on the workflow, then select Delete. You'll be asked to confirm before anything is removed. Once deleted, new transactions from those members will no longer require approval.

You can create separate workflows for different groups of members – for example, one for the Sales team and another for Office staff, each with different thresholds and approvers.

Each member can only have their transactions covered by one approval workflow at a time. If a member is already assigned to an existing workflow, they'll appear greyed out when setting up a new one.

If you try to remove a company member who's assigned as an approver in a workflow, Apron will let you know which workflows they belong to. You'll need to remove them from the workflow first before removing them from the company.

Beyond choosing specific members and amounts, you'll also be able to set approval conditions based on:

By default, all categories, projects, and locations will be included.