Invoice approvals for Sage 300 CRE

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

What Sage 300 CRE does on its own

Sage 300 CRE has an Approval System switch in AP Settings. Invoices are entered as pending and do not reach the GL or job cost until approved and posted. Approvers use Tasks > Approve Invoices. It is one approval step with no routing by amount.

• One built-in approval step; no routing rules.

What you need in Sage 300 CRE

• Authorization Codes set up
• Allow Hold right in User Maintenance to hold invoices

Setting it up in Sage 300 CRE

Where to find it: Accounts Payable > File > Company Settings > AP Settings

1. Switch on the Approval System in AP Settings.
2. Set up Authorization Codes for the people who may approve.
3. Enter invoices as pending using Tasks > Enter Pending Invoices.
4. Post the invoices.
5. Open Tasks > Approve Invoices, choose the selection order and approve them so they can be paid.

Good to know in Sage 300 CRE

• Invoices must be approved before they can be paid. Pending Invoices alone only hold invoices that are not fully coded.
• Tick Automatically Approve Invoices to approve everything shown, or approve one at a time. No way to approve a chosen group in one step is documented.
• Routing by amount, supplier or job needs an add-on. Authorization Codes control who can approve, not which invoices go to whom.

How to do it in Sage 300 CRE

How to set up invoice approval in Sage 300 CRE

In Sage 300 CRE, set up pending invoice posting: choose who can approve and their limits, then test it with a real invoice before you rely on it.

How to approve invoice records in bulk in Sage 300 CRE

Sage 300 CRE has no documented way to approve a chosen group of invoices. In Approve Invoices you either approve everything shown or approve invoices one by one. Invoices must be posted first.

How to route invoice records by amount, vendor or job in Sage 300 CRE

In Sage 300 CRE, set pending invoice posting rules by amount, vendor or job. Put specific rules first, then a default for everything else and test with a real 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 Sage 300 CRE. 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 Sage 300 CRE or your bank.

More help

• Invoice approvals for Sage 100 Contractor
• Invoice capture for Sage 300 CRE
• Supplier credit notes for Sage 300 CRE
• Duplicate invoice checks for Sage 300 CRE
• All Sage 300 CRE how-to guides

Sources

Last checked 2026-10-19.

• communityhub.sage.com/us/sage_construction_and_real_estate/f/sage-300-construction-and-real-estate/67708/do-you-use-pending-invoices-in-ap
• helpfiles.timberscan.com/hold_invoices_in_sage_300_cre_accounts_payable_.htm
• www.rklesolutions.com/hubfs/RKL%20eSolutions%20Sage%20300CRE%20-%20AP%20and%20CM%20Beyond%20the%20Basics%2011-16-2023%20BC.pdf