# Invoice approvals for Sage 300

Sage 300 has no built-in invoice approvals. 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 Sage 300 does on its own

Sage 300 Accounts Payable has no invoice approval step of its own. Batches are reviewed and posted together, and security groups limit who can enter or post. Purchase Orders has requisition approval, and partners such as Pacifictech sell invoice approval workflows.

- Security and batch posting rights only.
- No native routing by amount, supplier or job in Accounts Payable.

## What you need in Sage 300

- Sage 300 Purchase Orders for requisition approval
- A partner add-on for invoice approval workflow

## Setting it up in Sage 300

Where to find it: Purchase Orders > P/O Options

1. Use security groups to control who can enter invoice batches and who can post them.
2. Have the approver review the batch listing before posting.
3. Turn on requisition approval in P/O Options if you use Purchase Orders.
4. Users without approval security place a requisition On Hold with Approval Status Entered.
5. An authorised user approves it before it can become a purchase order.

## Good to know in Sage 300

- The Sage 300 2023 Accounts Payable guide has no approval feature.
- Pacifictech Payables Workflow routes by cost centre manager, the submitter's manager or named users and can pick the approver by invoice value. It needs SQL Server, General Ledger and Accounts Payable.
- Requisition approval applies to requisitions, not to the purchase order itself.

## How to do it in Sage 300

### How to route vendor invoice records by amount, vendor or project in Sage 300

In Sage 300, set approval rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real A/P invoice. Full guide: https://www.pulsify.tech/how-to/route-bills-by-amount-supplier-or-job-in-sage-300/

## 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. 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 Sage 300 or your bank.

## Common questions

### Does Sage 300 have invoice approval workflow?

Not in the Accounts Payable module. The 2023 guide has no approval feature. Partner add-ons such as Pacifictech Payables Workflow add routing by cost centre, manager, named user and value.

### Can Sage 300 approve purchase requisitions?

Yes. Turn on requisition approval in P/O Options. Only approved requisitions can be converted to a purchase order with Create POs from Requisitions.

### Is there bulk approval of bills in Sage 300?

No native bulk approval exists. In plain Sage 300 batches are reviewed and then posted together. Ask an add-on partner whether their tool approves several invoices at once.

### 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://cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf
- https://www.pacifictechsol.com/sage-300-product/payables-workflow
- https://cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_AccountsPayable_UserGuide.pdf

Source: https://www.pulsify.tech/invoice-approvals-for-sage-300/ (last checked 2026-10-19)