🏠 Overview › 🎯 Features ›🎯 Auto-Approval Rules

Auto-Approval Rules

Feature Detail

medium complexity extracted Expense Approval Confidence: 100%
7
Components
106
Shared
0
User Stories
Yes
Analyzed

Description

Auto-Approval Rules allow organization administrators to configure threshold-based policies that automatically approve expense claims without requiring manual coordinator review. Administrators define rules based on parameters such as total amount, distance (kilometres), expense type, and the absence of receipt attachments. Claims that fall within all configured rule thresholds are approved instantly upon submission, while claims that exceed any threshold are routed to the manual approval queue. This mirrors the HLF requirement for automatic approval of claims under 50 km or without out-of-pocket expenses.

User Flow

Auto-Approval Rules user flow
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Analysis

Business Value

A large share of expense submissions — particularly low-value travel claims — are routine and straightforward, yet they consume significant coordinator time when processed manually. HLF reported that 60–70% of peer mentor registrations have no reimbursement component, meaning coordinators spend effort on approvals that add no real oversight value. Automating the approval of low-risk claims dramatically reduces administrative overhead, accelerates reimbursement for peer mentors, and allows coordinators to focus their attention on complex or high-value submissions that genuinely require review. Auto-approval rules also reduce the risk of backlog buildup during busy periods, which directly impacts volunteer satisfaction and the organization's ability to maintain reporting accuracy.

Implementation Notes

Auto-approval rules are stored in a dedicated `auto_approval_rules` table per organization, with columns for `expense_type_id` (nullable for global rules), `max_amount`, `max_distance_km`, `requires_receipt`, and `enabled`. When an expense is submitted via the REST API, the save handler queries applicable rules for the organization and evaluates the claim synchronously before persisting to `expense_approvals`. Matching rules set status to `approved` immediately; non-matching claims are set to `pending`. Rule configuration is exposed as a Next.js admin page where Org Admins manage rules using a form-based UI. Feature flag `auto_approval_rules` gates the functionality per organization. All auto-approval decisions are written to `audit_logs` with a `source: 'auto'` field to distinguish from manual approvals for compliance auditing.

Components (113)

User Interface (2)

ui Auto-Approval Config Page medium ui Auto-Approval Config Page medium

Service Layer (3)

service Auto-Approval Rule CRUD Service low service Auto-Approval Rule Engine medium service Auto-Approval Rule Engine medium

Data Layer (2)

data Auto-Approval Rule Store low data Auto-Approval Rule Store low

Shared Components

These components are reused across multiple features

Service Layer (34)

service Auth API Client medium Shared service Password Policy Validator low Shared service Permission Validation Middleware high Shared service Activity Service medium Shared service Event API Client low Shared service Event Repository Service medium Shared service File Upload Service high Shared service Expense Type Service high Shared service Contact Service medium Shared service STT Service medium Shared service Keyboard Navigation Service medium Shared service Screen Reader Support Service high Shared service Screen Reader Support Service high Shared service Localization Service medium Shared service Localization Service medium Shared service Repository Data Source Router high Shared service Role Scope Resolver low Shared service Audit Log Service medium Shared service Audit Log Service medium Shared service Report Access Control Service medium Shared service Export Audit Logger low Shared service Report Export Service medium Shared service Report Export Service medium Shared service Terminology Context Provider medium Shared service Terminology Service medium Shared service Terminology Service medium Shared service Feature Registry Loader low Shared service Hierarchy Access Control Service high Shared service Hierarchy Scope Resolver medium Shared service Association Service medium Shared service Audit Log Service high Shared service DPA Content Provider low Shared service Cookie Consent Service medium Shared service Cookie Consent Service medium Shared

Data Layer (22)

data Token Store low Shared data Token Store low Shared data Secure Token Store medium Shared data Secure Token Store medium Shared data Activity Store low Shared data Event List Cache Store low Shared data Expense Type Store medium Shared data Contact Store low Shared data Contact Store low Shared data Notes Store low Shared data Assignment Count Store low Shared data Push Token Repository low Shared data Notification Audit Log Store low Shared data Push Token Store low Shared data Push Token Store low Shared data Organization Impact Settings Repository low Shared data Accessibility Preferences Store low Shared data Local SQLite Database high Shared data Sync Queue medium Shared data Report Store high Shared data Mobile Terminology Store medium Shared data Security Metrics Repository medium Shared

Infrastructure (38)

infrastructure Keychain/Keystore Adapter low Shared infrastructure JWT Claims Extractor low Shared infrastructure Organization Labels Adapter low Shared infrastructure Keychain/Keystore Adapter low Shared infrastructure Auth API Client medium Shared infrastructure REST API Client medium Shared infrastructure WCAG Accessibility Adapter low Shared infrastructure Registration API Client low Shared infrastructure Accounting API Client high Shared infrastructure PDF Renderer Adapter medium Shared infrastructure File Share Adapter low Shared infrastructure FCM/APNs Adapter high Shared infrastructure Share Sheet Adapter low Shared infrastructure Share Plus Adapter low Shared infrastructure Platform Accessibility Bridge medium Shared infrastructure Semantics Override Adapter high Shared infrastructure URL Launcher Adapter low Shared infrastructure Markdown Content Renderer low Shared infrastructure Network Connectivity Monitor low Shared infrastructure Expense Receipt Storage Adapter low Shared infrastructure Audit Log Writer low Shared infrastructure Feature Flag Checker low Shared infrastructure Logo Upload Adapter low Shared infrastructure Terminology Constants Registry low Shared infrastructure Feature Flag Cache Adapter low Shared infrastructure Org Scope JWT Resolver medium Shared infrastructure Association Audit Logger low Shared infrastructure Token Blocklist medium Shared infrastructure Analytics Tracker low Shared infrastructure SEO Metadata Config low Shared infrastructure Analytics Tracker low Shared infrastructure Analytics Tracker low Shared infrastructure Sales Analytics Tracker low Shared infrastructure Email Provider Adapter low Shared infrastructure Terms of Service Content Provider low Shared infrastructure Legal PDF Asset Provider low Shared infrastructure Consent-Gated Script Loader low Shared infrastructure Legal Page Layout low Shared

User Stories

No user stories have been generated for this feature yet.