Invoice approvals for IFS Cloud

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

What IFS Cloud does on its own

Posting proposal authorisation with assigning and routing rules. Automatic authorization is built for PO matching only.

• Setup heavy

What you need in IFS Cloud

• IFS Supplier Invoice Workflow installed
• Invoice authorizers set up
• Authorization Combination Rules

Setting it up in IFS Cloud

Where to find it: Company > Invoice > General > Use Posting Proposal; Company > Invoice/PO Matching tab; Posting Proposals Awaiting Authorization

1. Select Use Posting Proposal on the General tab of the Company page.
2. Set up invoice authorizers and connect each to an Authorization Combination Rule.
3. On the Invoice/PO Matching tab choose Automatic Authorization or Manual Authorization.
4. Invoices create a posting proposal. It is authorized automatically when it matches the PO within tolerance, otherwise by an authorizer.
5. Authorizers open the list of posting proposals awaiting them and authorise.

Good to know in IFS Cloud

• An authorizer limit is checked against code part combinations and amounts.
• Automatic authorization is not possible when the code parts are not allowed for the authorizer or when the amount needs at least two authorizers.
• The IFS docs do not describe a bulk approve screen.

How to do it in IFS Cloud

How to set up supplier invoice approval in IFS Cloud

In IFS Cloud, set up posting proposal authorization: choose who can approve and their limits, then test it with a real supplier invoice before you rely on it.

How to route supplier invoice records by amount, supplier or project in IFS Cloud

In IFS Cloud, set posting proposal authorization rules by amount, supplier or project. Put specific rules first, then a default for everything else and test with a real supplier invoice.

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 IFS Cloud. 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 IFS Cloud or your bank.

More help

• Invoice approvals for Dynamics 365 Finance
• Invoice approvals for Kinetic
• Invoice approvals for CloudSuite Industrial
• Invoice capture for IFS Cloud
• Supplier credit notes for IFS Cloud
• Duplicate invoice checks for IFS Cloud
• All IFS Cloud how-to guides

Sources

Last checked 2026-10-19.

• docs.ifs.com/ifsclouddocs/25r2/SupplierInvoicing/ActivityAutomaticAuthorization.htm

Also confirmed by

• IFS employee community reply, 2025