Invoice approval is the check that the right person agrees a supplier bill is correct before it is paid.
What Business Central does on its own
Workflows with amount limits, approver chains and templates for purchase documents and vendor bank accounts.
- Payables Agent does not run approval flows
What you need in Business Central
- Approval User Setup with an Approver ID per user
- Workflow permissions
Setting it up in Business Central
Where to find it: Approval User Setup and Workflows (search for each)
- 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.
- Turn on the Enabled toggle.
- Users choose Send Approval Request on the invoice. Approvers use Requests to Approve.
Good to know in Business Central
- The invoice shows Pending Approval and is locked until it is released.
- With an approver chain the document stays Pending Approval until every requested approver has approved.
- Approval notifications go through the job queue and can be email or notes.
How to do it in Business Central
How to set up purchase invoice approval in Business Central
In Business Central, set up approval workflow: choose who can approve and their limits, then test it with a real purchase invoice before you rely on it.
How to approve purchase invoice records in bulk in Business Central
In Business Central, filter the purchase invoice list to bills ready for approval, tick the ones you have checked and approve them together. Open unusual bills one by one.
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.
What Pulsify adds
- Every company starts with a default rule: any Admin or Approver can approve.
- With the Approval Workflows Add-on, add ordered steps that route by supplier, amount, account and tracking such as job.
- Each step asks a role, a person or a team. A step can need any one of them or everyone.
- Add a review step before approval if someone should check coding first.
- Use Try an invoice to see which path a sample bill would take.
- Approvers approve, reject or send back from a phone or laptop, one bill or many at once.
Pulsify connects to Business Central. We set up the connection for you. More about invoice approvals in Pulsify.
What Pulsify does not do
- Pulsify does not reassign an approval to someone else.
- Pulsify does not send approval reminders.
- Pulsify never moves money. Payment runs stay in Business Central or your bank.
More help
- Invoice approvals for MYOB Acumatica
- Invoice approvals for Sage 200
- Invoice approvals for Sage 300
- Invoice capture for Business Central
- Supplier credit notes for Business Central
- Duplicate invoice checks for Business Central
- All Business Central how-to guides
Sources
Last checked 2026-10-19.
- 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
Also confirmed by
Common questions
Can Business Central approve bills by amount?
Yes. Set a Purchase Amount Approval Limit per user in Approval User Setup and use an approver chain. The request goes up until someone with enough limit approves. Workflow User Groups handle several approvers.
Can an approver delegate while away?
Yes. Delegate sends the request to a substitute. The order is the approver's designated substitute, then the direct approver, then the approval administrator.
Is every approval recorded?
Yes. Every approve, reject and send back is recorded in the bill's activity with who did it and any reason.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles invoice approvals in Business Central.