# How to route a bill to a different approver by amount, supplier or job

In Pulsify, open Approvals, add a step and add a row for each approver. Set the row's conditions: amount, supplier, GL account or job. Each bill goes to every row on the step whose conditions all match.

## Short answer

1. Open Approvals and enable multi-step approvals.
2. Add a step for each round of sign-off.
3. Add a row for each approver.
4. Set the row's conditions: amount, supplier, GL account or job.
5. Set a backup approver and test with Try an invoice.

## Before you start

- You need the Admin role in the company to see Approvals.
- Invite your approvers first and give them the Approver or Admin role.
- Write your matrix on paper first. Who signs what, and at what amount?
- Custom steps use the Approval Workflows Add-on, billed per company. Some plans include it.

## The manual way

Xero and MYOB do not route a bill by amount, supplier or job.The usual manual method is a written delegation of authority and a person who checks each bill against it. Our [delegation of authority template generator](/delegation-of-authority-template-generator/) helps you write one.

## The Pulsify way

1. Click Approvals in the sidebar. The page opens on the Invoices board. Purchase orders have their own board.
2. Click Enable multi-step approvals and confirm. Pulsify starts you with one step that any Admin or Approver can approve.
3. Click Add step for each round. Use the step menu to rename it, for example Site check and Cost approval.
4. Select a step and click Add approver. Tick a person, a team or a role.
5. On each row, click a cell to set a condition:
   - Amount: greater than or equal to, less than or between.
   - Vendor: any, is or is not.
   - GL account.
   - Job (or another tracking category).
6. Set the step to "Any one of them approves" or "Everyone signs".
7. Pick the backup approver. The backup signs any bill no row covers.
8. Click Try an invoice. Pick a real bill and see who would be asked at each step. It saves nothing.
9. Click Save board. Bills already waiting restart at step 1 of the new path. Pulsify shows how many.

You can also add Auto-approve rules by vendor and amount. A bill that matches goes straight to Xero or MYOB.

## Worked example

Example Plumbing Supplies Pty Ltd uses a two-step board.

| Step | Row | Approver | Conditions |
|---|---|---|---|
| 1. Site check | A | Site Managers team | Job is any of Kitchen reno, Bathroom |
| 1. Site check | B | Office manager | Job is not any of those |
| 2. Cost approval | C | Finance team | Amount of $5,000 or more |
| 2. Cost approval | D | Owner | Amount of $20,000 or more |
| Backup, step 1 | | Office manager | |

What happens to three bills:

| Bill | Job | Amount | Path |
|---|---|---|---|
| Pipe fittings | Kitchen reno | $900 | Site Managers (row A). Stops. |
| Plant hire | Bathroom | $7,200 | Site Managers, then Finance (row C). |
| Switchboard | Head office | $24,000 | Office manager (row B), then Finance (C) and Owner (D). |

The $24,000 bill matches both row C and row D on step 2. Set that step to "Everyone signs" if both must approve. Choose "Any one of them approves" if either can.

## Common mistakes

- Overlapping rows by accident. A bill that matches two rows asks both approvers.
- No backup on step 1. Step 1 must have one, and it stops bills that match nothing.
- Changing the board with bills waiting. They all restart at step 1.

## Next step

[Try an invoice](https://app.pulsify.tech/sign-up) and see who would approve it. Full setup is in the [approval workflows guide](/guides/approval-workflows/). See the [approval workflows page](/approval-workflows/) and the [delegation of authority template generator](/delegation-of-authority-template-generator/).

## Common questions

### Can one bill go to two approvers on the same step?

Yes. Every row whose conditions all match asks its approver. An $8,000 subcontractor bill could match an amount row and a GL account row. Set the step to "Any one of them approves" or "Everyone signs".

### What happens if no row matches?

The step's backup approver is asked. Step 1 must have a backup. A later step with no matching row and no backup is skipped, so the bill moves on.

### Do amount rules include GST?

Amounts are tested on the bill total including GST, in your company's base currency. Bills in other currencies are converted first using the rates in your company settings.

Source: https://www.pulsify.tech/how-to/route-a-bill-to-a-different-approver-by-amount-supplier-or-job/ (last checked 2026-10-19)