Signatories & approval chain
Choose who signs your documents, store their signatures, and understand the order every expense is approved in.
Your vouchers and reports carry two signatures: the Finance Manager and the CEO. This page covers the three things behind that: choosing which members fill those two roles on printed documents, letting each of them store the signature image that is placed automatically, and understanding the fixed order every expense travels through before it is paid.
These settings live in two different tabs because they are two different jobs. Deciding who signs is a governance decision, so it sits in the Letterhead tab and is reserved for senior roles. Storing your own signature is personal, so it sits in the Signatures tab and only ever affects you.
Designate who signs your documents
This is where you say which member prints as the Finance Manager and which prints as the CEO on every voucher and report.
Who can do this. Designating signatories is a governance act, so you need a high-level role — the CEO, or an organisation owner or admin. A finance role on its own (even one that can edit the rest of the letterhead) does not show this block. If you can edit the letterhead but don't see the signatory pickers, your role isn't high-level enough; see Members & roles.
Where to find it. Finance → Settings → Letterhead, in the Document signatories section near the bottom of the form.
Open the Letterhead tab
Go to Finance → Settings and choose Letterhead from the left-hand menu. Scroll down past the address, contact, and social fields to the Document signatories section.
Pick the Finance Manager and CEO
You'll see two pickers: Finance Manager signatory and CEO signatory. Each lists the members of your organisation — start typing a name or email to filter. Choose the person whose name should print in each role.
Choose Not set to leave a role blank; when nothing is chosen the document falls back to a placeholder name in the preview.
Check the live preview
The voucher preview beside the form updates as you choose. The two signature blocks at the foot of the voucher show the names you've selected, so you can confirm they read correctly in both Arabic and English.
Save
Click Save. From now on every receipt, voucher, and report you print shows those two names in their signature blocks.
Designating someone here decides whose name prints, and it is what makes that person eligible to store a signature image (see below). The two pickers are independent — the same person can hold both, or two different members can each hold one.
Store your own signature
Once you are the designated CEO or Finance Manager, you can store a signature image so it is placed on the documents you sign — without scanning paper or signing each one by hand.
Who can do this. You need a finance role that grants approve — typically the Finance Manager or CEO (organisation owners and admins also qualify). That's what makes the Signatures tab appear. Beyond that, the panel only lets you manage your own signature: even another signatory cannot set or change yours, and the server enforces this.
Where to find it. Finance → Settings → Signatures (the tab is titled Document signatures).
Open the Signatures tab
Go to Finance → Settings and choose Signatures from the left-hand menu.
If you see "You are not a designated signatory", it means your name hasn't been chosen as the CEO or Finance Manager in the Letterhead tab yet. Ask whoever holds a senior role to add you there first (see the section above).
Draw or upload your signature
Your panel shows which role(s) the signature is used for. To set it:
- Draw — sign directly on the pad with a mouse, trackpad, or finger on a touch screen. Use Clear to start over.
- Upload — choose a signature image instead (PNG or JPEG, up to 5 MB).
Save it
Click Save signature. It's stored against your account and will auto-fill whichever signature block(s) you are the designated signatory for. To take it down again, use Remove.
Choose how your approvals are signed
Below the signature panel is an Approval automation setting that controls what happens when an expense reaches your step in the chain:
- Review & approve (manual) — you review each request and click Approve; your signature is then placed on the voucher.
- Auto-sign on approve — you still review and click Approve, but your stored signature is applied automatically, with no separate signing step.
- Auto-approve my step — when a request reaches your step it is approved and signed for you, with no click needed. You can set an Auto-approve only up to (OMR) limit so larger requests fall back to manual review; leave it blank for no limit.
Two optional switches sit alongside:
- Email me a link to review & approve — sends you a secure link by email when a request reaches your step, so you can approve and sign without opening the dashboard.
- Sign live on the approval link — shows a signature pad on that emailed link so you sign there and then, instead of applying your stored signature.
Click Save automation to apply your choices.
Auto-approve signs in your name without you seeing each request, so use it deliberately — and only after you've stored a signature (the option stays disabled until you do). Even with auto-approve on, paying the money is always a separate, deliberate act by a person — the system never moves funds on its own. The amount limit is your safety valve: anything above it returns to manual review.
Understand the approval chain
Every expense follows one fixed order before it can be paid, regardless of the amount:
Accountant → Finance Manager → CEO → Treasurer
The accountant prepares and codes the request, the Finance Manager and CEO approve and sign it, and the Treasurer executes the payment. You'll see this chain previewed when a staff member raises a payment request, and on each expense's detail panel, where the current step is highlighted and completed steps are ticked off.
The order is built in — there is no setting to reorder or skip steps, and that's deliberate: it keeps the same controls in place for a 10 OMR request and a 10,000 OMR one. What you can tune is how your own step behaves (review, auto-sign, or auto-approve) and who fills the Finance Manager and CEO roles, both covered above. When the CEO is unavailable, a Finance Manager may approve the CEO's step on their behalf, which is recorded on the document.
A button or step you expect may simply be hidden because your role doesn't reach it — that's by design, not a fault. The server is the real gate, and the dashboard only shows what your role allows. If something's missing, check your role on Members & roles before assuming a bug.
See also
Finance settings
The full map of everything you can configure under Finance → Settings.
Charity members
Add the people who can be chosen as signatories and assigned finance roles.
Balance privacy
Control who sees actual balance figures versus only enough / not enough.
Members & roles
How roles combine and which ones grant approval and governance powers.