Set up approval to cost centres and department structures

Summary

How to add an approval structure according to cost centers or departments in Sage Expenses.

Resolution

Each section describes how to configure approval structures using either dimensions (such as cost centres) or the organisation structure (departments). Follow the relevant section depending on how you want approvals to be applied.

Step 1 - Start by adding either a dimension for cost centers or an organisation structure for departments. 

▼ Add dimension for cost centres
  1. Go to Settings, then select Expense management and Dimensions, and choose Add dimension.
  2. Configure the dimension to match your requirements and set Default value for to User and save your changes.
  3. Next, add values to the cost centre dimension. Select More options (three dots) next to the dimension and choose Edit values.

  4. Select Create new to add a cost centre. Repeat this step to add additional values, then save your changes when you’re finished.
  1. Go to Settings, then select My organisation and Organisation structure.
  2. Select Add (plus icon) to create a department.


Repeat this step to add additional departments as needed.

Step 2 - Preset the value on users. 

▼ Preset dimension (cost centre) on users
  1. Go to Users and select the user or users you want to assign a cost centre to.
  2. Choose the cost centre the user belongs to.
  3. Save your changes when you’re finished.

This setting identifies the user’s cost centre and isn’t used to define approvers. Approval settings are configured later in the process.
▼ Preset department on users
  1. Go to Users and select the user or users you want to assign a department to.
  2. Choose the department the user belongs to.
  3. Save your changes when you’re finished.


This identifies the department the user works in and isn’t used to define approvers. Approval settings are configured later in the process.

 

Step 3 - Choose your approval structure and add approvers to the departments/cost centers.

▼ Add approvers to dimension (cost centers)
  1. Go to Settings, then select Approval.
  2. In the Dimension field, select Cost centres.


All cost centre values added to the dimension are displayed. For each cost centre, assign the user who should approve reports.

  1. In the Approver 1 field for a cost centre, search for and select the required approver, then select OK.


Repeat this step for each cost centre. When you’ve finished, select Save to apply your changes. Once saved, the approval structure is set up based on cost centres.

▼ Add approvers to department
  1. Go to Settings, then select Approval.
  2. Select Add approval step and choose By organisation structure.


All departments added to your organisation structure are displayed. For each department, assign the user who should approve reports.


  1. In the Approver 1 field for a department, search for and select the required approver, then select OK.


Repeat this step for each department. When you’ve finished, select Save to apply your changes. Once saved, the approval structure is set up based on departments.

 

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Solution ID
251111123422423
Last Modified Date
Mon Jul 13 09:41:09 UTC 2026
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