HOW-TO

How to route bill records by amount, vendor or project in Sage Intacct

Short answer

In Sage Intacct, set bill approval rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real bill.

Last checked

Routing bills means sending each bill to a different approver depending on its amount, supplier or job. What is approval matrix?

Before you start

  • Accounts Payable bill approvals enabled
  • Business user with admin privileges

The Sage Intacct way

Where to find it: Accounts Payable > Setup > Configuration > Manage approval policies

  1. Choose rule types in the approval policy. Each rule routes by a different criterion.
  2. Vendor-based Approval: set the Bill approver on the vendor record (Additional information tab). Vendors without an approver skip this rule.
  3. Value Approval: set levels with Value from and Value to on the Value Approval Rule page.
  4. Value Approval - Transaction Department: add a rule set with a default rule and department rules. Only one department can be on the bill.
  5. User Level: pick one user who approves every bill.

Limits in Sage Intacct

  • You can use each rule type once per policy.
  • Routing is by vendor, amount, department or named user. Routing by project or job is not listed.
  • If a vendor has an approver the department rule is skipped for that bill.

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 Sage Intacct. 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 the department rule to fire on a bill whose vendor already has an approver.
  • Using the same rule type twice in one policy, which is not allowed.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

Can I route bills to a different approver for each vendor?

Yes. Use Vendor-based Approval and set the Bill approver on the vendor record, Additional information tab. Vendors without an approver skip this rule.

Can I route by project?

Routing by project or job is not listed. The rules route by vendor, amount, department or a named user.

What if the vendor has an approver and a department rule applies too?

The department rule is skipped for that bill. Only one department can be on the bill for the department rule.

Pulsify setup guides

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