Invoice approval is the check that the right person agrees a supplier bill is correct before it is paid.
What SAP B1 does on its own
Approval templates with stages and terms, and bulk approve or reject through Global Update in the Approval Decision Report.
What you need in SAP B1
- Full authorisation for Approval Process in General Authorizations
- Authorisers defined as approval stages
Setting it up in SAP B1
Where to find it: Main Menu > Administration > Approval Process > Approval Templates; Approval Decision Report
- Define approval stages with the authorisers.
- Open Approval Templates and enter a unique name. Tick Active.
- On Originator pick who needs approval.
- On Documents pick A/P Invoice or the documents you want.
- On Stages choose the stages. On Terms choose Always or set conditions such as document total or a user query.
- Choose Add.
Good to know in SAP B1
- Terms trigger when any one of the conditions is met.
- Stages in one template have equal standing. There is no priority order.
- Remarks, attachments and referenced documents can be updated without triggering approval.
How to do it in SAP B1
How to set up A/P invoice approval in SAP B1
In SAP B1, set up approval procedure: choose who can approve and their limits, then test it with a real A/P invoice before you rely on it.
How to approve A/P invoice records in bulk in SAP B1
In SAP B1, filter the A/P invoice list to bills ready for approval, tick the ones you have checked and approve them together. Open unusual bills one by one.
How to route A/P invoice records by amount, vendor or project in SAP B1
In SAP B1, set approval procedure rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real A/P 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 SAP B1. 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 SAP B1 or your bank.
More help
- Invoice approvals for Business Central
- Invoice approvals for MYOB Acumatica
- Invoice approvals for Sage 200
- Invoice capture for SAP B1
- Supplier credit notes for SAP B1
- Duplicate invoice checks for SAP B1
- All SAP B1 how-to guides
Sources
Last checked 2026-10-19.
- help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/3a10e6660d084fa9acd5360b37de3ef9.html
- help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/4506da03d8696c30e10000000a114a6b.html
Also confirmed by
Common questions
Can Business One approve many invoices at once?
Yes. In Approval Decision Report select the rows, choose Global Update, then approve or reject all of them with a remark.
Can approval depend on the vendor?
Yes, through a user query on the Terms tab. The query returns True or False for the document.
Who sees only their own documents?
Only documents waiting for your decision are listed in the Approval Decision Report.
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 SAP B1.