How Signing Works
Volo Cash uses a staged signing workflow. Expenses move through up to three stages:
- Pre-Approve — Optional first stage, often used for committee chairs approving expenses in their programs
- Approve — Main approval stage, typically your check signers (treasurer, president, etc.)
- Review — Optional final review stage, often an auditor or financial secretary
Each stage must be fully signed before the next stage’s signers are notified. However, signers can sign in any order when logging in to review their queues.
Creating Sign Rules
Each Sign Rule represents a single signature line on a form. So if you need two people to approve an expense, you’ll need two sign rules.
- Go to Sign Rules
- Click New Sign Rule
- Choose which people/roles can sign for this rule (only one role will be required to sign per rule)
- Choose the stage (Pre-Approve, Approve, or Review)
- Optionally, set a condition that only requires this rule if the expense is above a certain amount
Example Configurations
Simple (President and Treasurer both required):
- Approve rule with President
- Approve rule with Treasurer
Alternate Signers (President or VP required, Treasurer required):
- Approve rule with President and VP
- Approve rule with Treasurer
Any 2 of 3 (2 of President, VP, and Treasurer required):
- Approve rule with President, VP, and Treasurer
- second, Approve rule with President, VP, and Treasurer
Staged (Chair pre-approval, President approval, Treasurer review):
- Pre-Approve rule with Chair
- Approve rule with President
- Review rule with Treasurer
Backup Signers
Each sign rule can also have backup signers. A backup isn’t used unless one of the rule’s regular signers recuses themselves, usually because the request is a reimbursement to that signer. The rest of the time, backups aren’t notified and aren’t asked to sign.
To add them, edit a sign rule and pick one or more Backup signers. A backup can’t also be a signer or alternate on the same rule.
Note:
- If a rule is configured with alternates and no backups, the alternate signers can recuse themselves. A backup configuration is not strictly required.
- If a regular signer on the rule is a check signer, their backups must be check signers too.
- If no one could be an alternate for the signer because of your configuration, the option to recuse yourself will not be available.