# Dynamic flow

#### **What a Dynamic flow does?**

When you assign a Dynamic flow to an invoice:

1. Fitek compares the invoice total with each approver's user limit
2. Any approver whose limit is higher than the invoice total is removed from all steps – except the last step
3. **The last step is never changed: everyone in the last step always stays**

{% hint style="success" %}
**Result:** Small invoices don't travel through the full "big money" chain, but large invoices still reach the right senior approvers.
{% endhint %}

***

#### **Why it's beneficial**

With Dynamic flows, you:

* Keep one shared flow structure instead of creating many separate flows
* Let the system automatically remove approvers who don't need to see that invoice
* Reduce waiting time and noise for managers who should only see bigger invoices
* Get faster approvals for small amounts while maintaining strong control for big amounts

***

#### **Typical use cases**

Dynamic flows are a good fit when:

* You have clear monetary limits for users (for example, Team Lead up to €1,000, Department Head up to €10,000, CFO above €10,000)
* The same type of invoice can come in very different amounts (e.g., IT purchases, marketing, services)
* You want to build one flow like "Team Lead → Department Head → CFO → Accounting" and let Fitek decide who is needed for each invoice

***

> **Real example: Small vs. large invoices in the same flow**
>
> Your company has this **Dynamic** flow:
>
> * Step 1: Team Lead (**no monetary limit set**)
> * Step 2: Department Head (limit €10,000)
> * Step 3: CFO
> * Step 4: Accounting
>
> **Invoice = €800**
>
> * Team Lead has **no limit** → stays in the flow.
> * Department Head has limit €10,000 → invoice (€800) is **below** the limit → is **removed**.
> * CFO and Accounting are in the **last step** → they **always stay**.
>
> Resulting chain:
>
> * **Team Lead → CFO → Accounting**
> * Fewer approvals than for very large invoices, but last‑step control is kept.
>
> **Invoice = €12,000**
>
> * Team Lead (no limit) → stays.
> * Department Head (limit €10,000) → invoice (€12,000) is **above** the limit → must approve → stays.
> * CFO and Accounting → always stay as last step.
>
> Resulting chain:
>
> * **Team Lead → Department Head → CFO → Accounting**
> * Large amount goes through the full chain and gets the right oversight.
>
> <br>

***

#### **Who sets it up and who uses it?**

**Who configures Dynamic flows:**

Only Administrators can create or change Dynamic confirmation flows in Settings → Confirmation flows.

Before setting up Dynamic flows, they need to:

1. **Make sure user limits are entered on user profiles for key approvers**
2. Turn the **Dynamic toggle ON** on the flow they want to be dynamic
3. Save and test on a few invoices before wide use

**Who uses Dynamic flows in daily work:**

Assigners and Approvers apply the flow to invoices as usual. They don't need to think about limits – the system applies the flow and discards unnecessary approvers automatically.

***

#### **When to choose Static instead**

Use a Static flow (not Dynamic) if:

* Every invoice of that type must always go through exactly the same people (for example, regulatory or very sensitive approvals)
* You don't maintain user limits and don't want automatic discarding of approvers
* You rely heavily on Parallel / X of Y steps (these are not available when Dynamic is ON)

***

{% hint style="success" %}
**Pro tip**

If you're not sure whether to use Dynamic or Static, start with Dynamic if you have clear monetary limits set up. You can always switch back to Static later if needed. Dynamic saves the most time and reduces the most bottlenecks.
{% endhint %}

***


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