# Invoice approvals for Dynamics 365 Finance

Dynamics 365 Finance has invoice approvals built in. Pulsify adds approval steps by vendor, amount, account or project, with approve, reject or send back from a phone.

Invoice approval is the check that the right person agrees a supplier bill is correct before it is paid.

## What Dynamics 365 Finance does on its own

Workflows for invoices, lines, journals, vendors and vendor bank accounts.

## What you need in Dynamics 365 Finance

- Workflow administrator role
- An active vendor invoice workflow

## Setting it up in Dynamics 365 Finance

Where to find it: Accounts payable > Setup > Accounts payable workflows

1. Choose New and pick the vendor invoice workflow type.
2. Design the steps in the workflow editor with approval elements.
3. Add a conditional decision on a field such as invoice amount to send each branch to a different approver.
4. Activate the workflow.
5. Users then choose Submit instead of Post. Approvers act on Work items assigned to me.

## Good to know in Dynamics 365 Finance

- Workflow can apply to the invoice header, the line or both.
- An automated task can post approved invoices in a batch.

## How to do it in Dynamics 365 Finance

### How to set up vendor invoice approval in Dynamics 365 Finance

In Dynamics 365 Finance, set up vendor invoice workflow: choose who can approve and their limits, then test it with a real vendor invoice before you rely on it. Full guide: https://www.pulsify.tech/how-to/set-up-bill-approval-in-dynamics-365-finance/

### How to route vendor invoice records by amount, vendor or project in Dynamics 365 Finance

In Dynamics 365 Finance, set vendor invoice workflow rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real vendor invoice. Full guide: https://www.pulsify.tech/how-to/route-bills-by-amount-supplier-or-job-in-dynamics-365-finance/

## What Pulsify adds

1. Every company starts with a default rule: any Admin or Approver can approve.
2. With the Approval Workflows Add-on, add ordered steps that route by supplier, amount, account and tracking such as job.
3. Each step asks a role, a person or a team. A step can need any one of them or everyone.
4. Add a review step before approval if someone should check coding first.
5. Use Try an invoice to see which path a sample bill would take.
6. Approvers approve, reject or send back from a phone or laptop, one bill or many at once.

Pulsify connects to Dynamics 365 Finance. We set up the connection for you.

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 Dynamics 365 Finance or your bank.

## Common questions

### Can Finance route invoices by amount?

Yes. Add a conditional decision to the workflow and set the condition on a field such as invoice amount. Send each branch to a different approver or group.

### Can approval apply to lines and not just the invoice?

Yes. Workflow can apply to the header, the line or both. A line item workflow can route lines to their own approvers.

### 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.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-invoices-overview
- https://learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-workflow
- https://learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-bank-account-workflow

Source: https://www.pulsify.tech/invoice-approvals-for-dynamics-365-finance/ (last checked 2026-10-19)