## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/om/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Users and Roles in Transaction Approvals

By default, the admins of an organization will have access to approve transactions. However, you can further extend this permission to other users by providing existing users with the access to approve transactions, creating a new role for approvers, or inviting new users as approvers in Zoho Books.

## Create a New Role for Approvers

Approvers are users in the organization who can approve transactions, in addition to admins. In Zoho Books, you can create a role specifically for approvers. Here’s how:

*   Go to **Settings** in the top right corner of the page.
*   Click **Roles** under _Users and Roles_.
*   Click **New Role** in the top right corner of the page.
*   Enter the **Role Name** and **Description**.
*   Check the **Approve** option next to the modules for which approval access has to be provided for the role.
*   Allow approvers to edit and delete approved transactions by clicking **Edit and Delete** under _More Permission_ next to the module if required.

![Create a new role for approvers](/books/help/images/transaction-approval-new-flow/users-and-roles/new-role-for-approvers.png)

*   Click **Save**.

You can now assign this role to existing users or invite new users to the organization as approvers.

**Insight:** You can duplicate an existing role by clicking **Clone** next to the required role.

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## Add an Existing User to the Approver Role

The admins of an organization will be able to approve all transactions. However, there may be cases where the admin would like to permit other existing users to approve transactions. To enable approval permission for existing users:

*   Go to **Settings** in the top right corner of the page.
*   Select **Roles** under _Users and Roles_.
*   Click the user whose role you want to change.
*   Click **Edit** in the top right corner of the user’s _Details_ page.
*   Select the role created for approvers in the **Role** dropdown.
*   Click **Save**.

![Add an existing user to the approver role](/books/help/images/transaction-approval-new-flow/users-and-roles/add-existing-user-to-approver-role.png)

The user’s role will be updated, and they’ll now be able to approve transactions.

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## Invite a New Users as Approver

To invite a new user to the approver role:

*   Go to **Settings** in the top right corner of the page.
*   Select **Users** under _Users and Roles_.
*   Click **Invite User** in the top right corner of the page..
*   Enter the **Name** and **Email Address** of the user.
*   Select the approver role in the **Role** dropdown.
*   Click **Send**.

![Invite a new user to the approver role](/books/help/images/transaction-approval-new-flow/users-and-roles/invite-new-user-as-approver.png)

An email will be sent to the user. They’ll be added to your organization once they click the invite link provided in the email.

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## Provide Approval Access to an Existing Role

If you don’t want to create a new role for approvers, you can update an existing role and provide approval access for that role. Here’s how:

*   Go to **Settings** in the top right corner of the page.
*   Select **Users** under _Users and Roles_.
*   Click **Edit** next to the role.

![Providing approval access to an existing role](/books/help/images/transaction-approval-new-flow/users-and-roles/new-role-for-approvers.png)

*   Check the **Approve** option next to the modules for which approval access has to be provided for the role.
*   Allow approvers to edit and delete approved transactions by clicking **Edit and Delete** under _More_ Permission next to the module if required.

**Insight:** You will not be able to edit or delete the default roles.

**Next >**  
[Transaction Approval Workflow](/om/books/help/transaction-approval/transaction-approval-workflow.html)

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**Related**

*   [Transaction Approval Workflow](/om/books/help/transaction-approval/transaction-approval-workflow.html)
*   [Configure Approvals](/om/books/help/transaction-approval/configure-approvals.html)