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?
The Sage 300 CRE way
Where to find it: Accounts Payable > File > Company Settings > AP Settings (Use the Approval System); Tasks > Enter Pending Invoices; Tasks > Approve Invoices
- Switch on the approval system in AP Settings.
- Enter invoices as pending (Tasks > Enter Pending Invoices). They do not reach GL or job cost until approved and posted.
- Approve posted invoices in Tasks > Approve Invoices so they can be paid.
Limits in Sage 300 CRE
- One approval step. Multi-person routing by amount or supplier needs an add-on.
- Users need the Allow Hold right in User Maintenance to hold invoices (TimberScan help).
Words Sage 300 CRE uses
- Pending invoice. An invoice saved but not yet posted to the ledger or job cost.
The Pulsify way
- Connect Sage 300 CRE 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 Sage 300 CRE. 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
- Entering invoices as normal when the approval system is on, instead of using Enter Pending Invoices.
- Not giving the clerk the Allow Hold right in User Maintenance, so they cannot hold an invoice.
More help
- How to set up payable invoice approval in Sage 100 Contractor
- How to keep an audit trail for invoice records in Sage 300 CRE
- How to approve invoice records in bulk in Sage 300 CRE
- How to route invoice records by amount, vendor or job in Sage 300 CRE
- All Sage 300 CRE how-to guides
- Pulsify setup guides
Sources
Last checked 2026-10-19. Confidence: partial.
- communityhub.sage.com/us/sage_construction_and_real_estate/f/sage-300-construction-and-real-estate/67708/do-you-use-pending-invoices-in-ap
- www.rklesolutions.com/hubfs/Construction/Sage%20100%20Contractor/sage-paperless-construction.pdf
- helpfiles.timberscan.com/hold_invoices_in_sage_300_cre_accounts_payable_.htm
- redirect-kb.sage.com/?externalId=52476&dnr=1
Common questions
Does Sage 300 CRE have multi-step invoice approval?
Sources describe one approval step. Routing to several people by amount or supplier needs an add-on.
Where do I switch approval on?
A TimberScan help page and a Sage article seen in search say the Use the Approval System setting sits in AP Settings. Secondary sources only, so confirm the path in your version.
Do pending invoices hit job cost?
No. With the approval system on, pending invoices do not reach the GL or job cost until they are approved and posted.
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 Sage 300 CRE.