Bill approval means a bill is checked and signed off by the right person before it is paid. A setup says who approves what. What is segregation of duties?
Before you start
- Approval user setup
- Workflow permissions
The Business Central way
Where to find it: Approval User Setup and Workflows
- Open Approval User Setup and give each user an Approver ID and a purchase amount limit.
- Open Workflows and choose New Workflow from Template.
- Pick the purchase invoice approval template (codes start with MS-). Copy it and edit the steps.
- Enable the workflow.
- Users then choose Send Approval Request on the invoice.
Limits in Business Central
- Notifications go through the job queue.
Good to know in Business Central
- The invoice shows Pending Approval and is locked until released.
- Approvers and substitutes can get notes or emails.
Words Business Central uses
- Workflow. A set of steps that start on an event, such as sending an invoice for approval.
- Approval User Setup. The page where each user gets an approver and an amount limit.
The Pulsify way
- Connect Business Central to Pulsify. We set up the connection for you where needed.
- Open Approvals. Every company starts with a default rule: any Admin or Approver can approve.
- Add steps for amounts, suppliers or accounts. Choose a person, a role or a team as approver at each step.
- Add a review step if someone should check coding before approval.
- Use Try an invoice to test the rule on a real bill.
- Add auto-approve rules for small or trusted bills if you want.
Pulsify connects to Business Central. We set up the connection for you.
What Pulsify does not do here
- Pulsify does not reassign an approval to someone else.
- Pulsify does not send approval reminders.
Common mistakes
- Building the workflow and not enabling it.
- Expecting instant emails. Notifications go through the job queue.
More help
- How to set up bill approval in MYOB Acumatica
- How to set up purchase invoice approval in Sage 200
- How to set up bill approval in Sage Intacct
- How to keep an audit trail for purchase invoice records in Business Central
- How to approve purchase invoice records in bulk in Business Central
- How to route purchase invoice records by amount, vendor or project in Business Central
- All Business Central how-to guides
- Pulsify setup guides
Sources
Last checked 2026-10-19. Confidence: confirmed.
- learn.microsoft.com/en-us/dynamics365/business-central/across-how-use-approval-workflows
- learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-set-up-approval-users
- learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-create-workflows-from-workflow-templates
- learn.microsoft.com/en-us/dynamics365/business-central/walkthrough-setting-up-and-using-a-purchase-approval-workflow
Also confirmed by
Common questions
How do I set approval limits?
Open Approval User Setup and give each user an Approver ID and a purchase amount limit.
Which template do I use?
On Workflows choose New Workflow from Template and pick the purchase invoice approval template (codes start with MS-). Copy it, edit the steps and enable it.
What does the invoice show while it waits?
It shows Pending Approval and is locked until released.
Does Pulsify support multi-step approvals?
Yes. You can set steps by amount, supplier or account. Approvers can be people, roles or teams. A review step is available.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles supplier bills in Business Central.