# How to set up supplier invoice approval in SYSPRO

In SYSPRO, set up invoice registration and approval: choose who can approve and their limits, then test it with a real supplier invoice before you rely on it.

Bill approval means a bill is checked and signed off by the right person before it is paid. A setup says who approves what.

## Before you start

- Operator permission to approve invoices (set in Operator Maintenance)
- Invoice registration enabled

## The SYSPRO way

Where to find it: Program List > Accounts Payable > Invoice Processing (AP Invoice Posting) and AP Invoice Registration

1. Register the invoice in AP Invoice Registration. It stays out of AP and GL balances.
2. Open AP Invoice Posting and pick Transaction type Approve invoice.
3. Enter the registered invoice number and post.
4. Limit who can approve with operator permission to approve invoices and the eSignature AP Approve registered invoice.

## Limits in SYSPRO

- Approval is a permission on who can post. There is no route by amount or supplier.
- One registered invoice is approved at a time.

## Good to know in SYSPRO

- Registered credit and debit notes are approved the same way.

## The Pulsify way

1. Connect SYSPRO to Pulsify. We set up the connection for you where needed.
2. Open Approvals. Every company starts with a default rule: any Admin or Approver can approve.
3. Add steps for amounts, suppliers or accounts. Choose a person, a role or a team as approver at each step.
4. Add a review step if someone should check coding before approval.
5. Use Try an invoice to test the rule on a real bill.
6. Add auto-approve rules for small or trusted bills if you want.

Pulsify connects to SYSPRO. 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

- Turning on invoice registration but not giving permission to approve invoices to the right operators.
- Leaving registered credit and debit notes unapproved. They are approved the same way as invoices.

## Common questions

### Who can approve a registered invoice?

Operators with permission to approve invoices. The eSignature AP Approve registered invoice can also control it.

### Can I send invoices to different approvers by amount?

There is no route by amount or supplier. Approval is a permission on who can post, so you control it with operator access.

### Does a registered invoice change my balances?

No. It stays out of AP and general ledger balances until it is approved.

### 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.

## Sources

- https://help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspin/apspin.htm
- https://help.syspro.com/syspro-7-update-1/apspri.htm

Source: https://www.pulsify.tech/how-to/set-up-bill-approval-in-syspro/ (last checked 2026-10-19)