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# How do I assign approver(s) based on the supplier?

Use Klippa's smart suggestions to further automate your invoice authorization process. This article describes the best practice when it comes to assigning approver(s) based on the merchant recognized from the invoice, using business rules based on categories.

**Why the category field?**
The category field uses our history based smart suggestions to help automate the invoice processing flows. For example, if we recognize the merchant *Amazon* from the invoice, and this invoice is always assigned to category *Office,* future invoices where we recognize merchant *Amazon*, the category *Office* will be suggested. If invoices of the same merchant are assigned to different categories, we will not suggest a category.

To set-up the category based approval flows, we need categories, authorization flows, and business rules. You can make these yourself if you are an admin user.

||| A Klippa admin needs to enable the category field for you. Please contact spendcontrol@klippa.com to get this started!

1. The first step is setting up the different categories you need, you can use the [following instructions](https://help.klippa.com/en/article/how-to-add-categories-e1n40u/) on our helpdesk.

![](https://storage.crisp.chat/users/helpdesk/website/-/4/c/a/e/4cae8d8acec84400/screenshot-2025-06-11-at-16435_hkksmd.png)


|| When following these instructions, make sure to select “Invoice” in the "Types" field.

2. The next step is to make the authorization flows needed for the different approval scenarios, use the [following instructions](https://help.klippa.com/en/article/how-to-add-an-authorization-flow-k3dnsc/) on our helpdesk if needed. 
3. The last step is making business rules for the different categories & flows. Let’s take the previously introduced *Office* category as an example. For this category, we want our approver Coinmaster to approve. Go to Settings > Business > Business Rules, and add a new business rule as follows:
![](https://storage.crisp.chat/users/helpdesk/website/-/4/c/a/e/4cae8d8acec84400/category-approval-1_1e96m2s.png)

| Tip: Save time and duplicate this business rule, and adapt them to your other categories. 
| ![](https://storage.crisp.chat/users/helpdesk/website/-/4/c/a/e/4cae8d8acec84400/category-approval-2_pt8cdl.png)

###### Good to know
* It is still possible to manually assign authorisation flows when using this feature. When no business rule is triggered, the invoice will remain in pending until either a category or a manual authorisation flow is assigned. 
* Note that the "merchant" is not the same as the accounting relation in Klippa SpendControl.

### Adding more layers: best practice examples

###### Based on administration
It is also possible to add more layers to this process. For example, by adding different approval flows for the same category, based on the administration the invoice is assigned to. To do this, add the *Administration* field as a condition in step 3 above.

**Example:**
* Category Office in Administration Klippa App B.V. -> Approval by Coinmaster
* Category Office in Administration Klippa Holding -> Approval by Highdike

![](https://storage.crisp.chat/users/helpdesk/website/-/4/c/a/e/4cae8d8acec84400/screenshot-2025-06-11-at-16333_1o542ej.png)
||| Make sure to add an Administration for every business rule in this specific category, otherwise the business rule without this condition will always be triggered.


###### Based on invoice amount
Another example is adding a different approval layer when an invoice is higher than a certain amount. To do this, add the *Amount field* as a condition in step 3 above.

**Example:**
* Category: Office (under 1000 EUR) -> Approval by Coinmaster
* Category: Office (over 1000 EUR) -> Approval by Coinmaster & Highdike

![](https://storage.crisp.chat/users/helpdesk/website/-/4/c/a/e/4cae8d8acec84400/screenshot-2025-06-11-at-13451_j4k7j3.png)
||| Make sure that you add the above marked *Amount* condition for all business rules in this specific category, otherwise the business rule without this condition will always be triggered.