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
- Choose New and pick the vendor invoice workflow type.
- Design the steps in the workflow editor with approval elements.
- Add a conditional decision on a field such as invoice amount to send each branch to a different approver.
- Activate the workflow.
- 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.
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.
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 Dynamics 365 Finance. 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 Dynamics 365 Finance or your bank.
More help
- Invoice approvals for Kinetic
- Invoice approvals for IFS Cloud
- Invoice approvals for CloudSuite Industrial
- Invoice capture for Dynamics 365 Finance
- Supplier credit notes for Dynamics 365 Finance
- Duplicate invoice checks for Dynamics 365 Finance
- All Dynamics 365 Finance how-to guides
Sources
Last checked 2026-10-19.
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.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles invoice approvals in Dynamics 365 Finance.