Invoice approvals for Sage Intacct

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

What Sage Intacct does on its own

Bill approval policies with levels in Accounts Payable.

• Bill approval is enabled at the top level and applies to all entities.
• Approvers cannot be restricted to entities or departments.

What you need in Sage Intacct

• Accounts Payable subscription
• Admin privileges to set up
• Approve Bills: List permission for approvers

Setting it up in Sage Intacct

Where to find it: Accounts Payable > Setup > Configuration > Bill approval settings

1. Give approvers the Approve Bills: List permission.
2. At the top level select Enable bill approval under Bill approval settings.
3. Select Manage for approval policies and add rule types such as Vendor-based Approval or Value Approval.
4. Save. Users then select Submit instead of Post.
5. Approvers go to Accounts Payable > All > Bills > Approve bills, add a Comment and select Approve.

Good to know in Sage Intacct

• Only bills created in Accounts Payable use bill approvals. Purchasing documents use Purchasing approvals.
• Enabling is done at the top level and affects all entities. Value approval has a maximum of 6 levels.
• The help describes approving one bill at a time. No bulk approve action is documented.

How to do it in Sage Intacct

How to set up bill approval in Sage Intacct

In Sage Intacct, set up bill approval: choose who can approve and their limits, then test it with a real bill before you rely on it.

How to approve bill records in bulk in Sage Intacct

Sage Intacct's help only describes approving bills one at a time. No bulk approve is documented. Go to Accounts Payable > All > Bills > Approve bills, open each bill and select Approve.

How to route bill records by amount, vendor or project in Sage Intacct

In Sage Intacct, set bill approval rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real bill.

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 Intacct. 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 Intacct or your bank.

More help

• Invoice approvals for Business Central
• Invoice approvals for MYOB Acumatica
• Invoice approvals for Sage 200
• Invoice capture for Sage Intacct
• Supplier credit notes for Sage Intacct
• Duplicate invoice checks for Sage Intacct
• All Sage Intacct how-to guides

Sources

Last checked 2026-10-19.

• www.intacct.com/ia/docs/en_US/help_action/Accounts_Payable/Approvals/Bill_approvals/Setup/bill-approval-setup-workflow.htm
• www.intacct.com/ia/docs/en_US/help_action/Accounts_Payable/Approvals/Bill_approvals/about-bill-approvals.htm

Also confirmed by

• Dean Dorton Sage Intacct consultants, 2020