# How to route purchase invoice records by amount, vendor or project in Business Central

In Business Central, set approval workflow rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real purchase invoice.

Routing bills means sending each bill to a different approver depending on its amount, supplier or job.

## Before you start

- Workflow and approval user setup

## The Business Central way

Where to find it: Approval User Setup, Workflow User Groups and Workflows

1. Set the Purchase Amount Approval Limit per user and whether limits are unlimited.
2. Use an approver chain so an invoice goes up until someone with enough limit approves.
3. On the workflow event use On Condition to filter on fields, such as the vendor.
4. Use Workflow User Groups with sequence numbers for several approvers.

## Limits in Business Central

- Routing by amount is by user limit and chain. Routing by project depends on conditions on fields in the workflow.
- New event and response options need an extension.

## The Pulsify way

1. Open Approvals in Pulsify and add a step.
2. Add rows to the step. Each row can match a supplier, an amount range, an account or a tracking category.
3. Choose who approves each row: a person, a role or a team.
4. Add a second step for large amounts, or a review step for coding checks.
5. Set an auto-approve rule for trusted, small bills.
6. Use Try an invoice to see where a real bill would go.

Pulsify connects to Business Central. We set up the connection for you.

What Pulsify does not do here:

- Pulsify does not reassign approvals and does not send reminders.

## Common mistakes

- Expecting a new event or response option without an extension. New ones need an extension.
- Setting limits without an approver chain, so an invoice cannot go up to someone with enough limit.

## Common questions

### How does routing by amount work?

Set the Purchase Amount Approval Limit per user. Use an approver chain so an invoice goes up until someone with enough limit approves.

### Can I route by vendor?

On the workflow event use On Condition to filter on fields, such as the vendor.

### Can I route by project?

That depends on conditions on fields in the workflow. The Microsoft help does not describe routing by job.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-set-up-approval-users
- https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-create-workflows
- https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-set-up-workflow-users

### Also confirmed by

- Microsoft Certified Trainer guide, 2026: https://d365training.com/blog/how-approval-workflows-work-in-business-central/

Source: https://www.pulsify.tech/how-to/route-bills-by-amount-supplier-or-job-in-business-central/ (last checked 2026-10-19)