# Invoice approvals in MYOB Acumatica for builders

MYOB Acumatica has invoice approvals built in. Payment claims under security of payment laws run on short clocks. In NSW a respondent has at most 10 business days to give a payment schedule, so a claim stuck in a site manager's inbox can become a debt you owe in full.

## Why it matters for builders

- Approvers are on site. Approval has to work from a phone, and it needs a named backup when the project manager is on leave.
- The right approver depends on the project. A site supervisor can confirm work is done, but the project manager or director usually signs the dollar value.

## For builders in MYOB Acumatica

- Use the Payment Schedule tab on a Security of Payment Act claim. Enter a Scheduled % or Scheduled Amount against each claimed row. Ext. Cost updates to the scheduled amount, and a Reason explains any amount you will not pay in full. This needs the Construction Compliance Reporting customisation.
- Check the state deadline before you approve. The help says the days you have to send a payment schedule depend on the state or territory.
- Print the schedule from Reports > Payment Schedule on the bill once the approver signs off. Paying the scheduled amount settles the claim.
- Set an Approval Map in Subcontracts Preferences (SC101000). With no map, subcontracts need no approval. Only the original approvers get the pending email, not a delegate.

## What MYOB Acumatica does on its own

Approval workflow with approval maps: single, multistage or parallel.

- Needs the Approval Workflow feature.

Maps can be single stage, multistage or parallel. Steps can run in sequence or at once.

What you need and the setup steps: https://www.pulsify.tech/invoice-approvals-for-myob-advanced/

## Example

Example Electrical Pty Ltd sends a progress claim of $41,800 ex GST for project 188. The project manager is on leave and the claim arrived 6 business days ago. In NSW the builder has 10 business days to give a payment schedule.

- Progress claim 4, level 3 fit-out: $38,000.00 (Supervisor confirmed 80% of work complete on site)
- Approved variation VO-12: $3,800.00 (Variation signed by client, needs project manager sign-off)
- GST: $4,180.00 (10% of $41,800)

Only 4 business days are left. Someone else with sign-off authority for the job, set up before the leave started, approves the claim in time.

## Common mistakes

- Sending every claim to one project manager with no backup, so claims sit during leave.
- Letting a supervisor approve the dollar value when they can only confirm the work.

## Step-by-step guides for MYOB Acumatica

- How to set up bill approval in MYOB Acumatica: https://www.pulsify.tech/how-to/set-up-bill-approval-in-myob-advanced/
- How to approve bill records in bulk in MYOB Acumatica: https://www.pulsify.tech/how-to/approve-bills-in-bulk-in-myob-advanced/
- How to route bill records by amount, vendor or project in MYOB Acumatica: https://www.pulsify.tech/how-to/route-bills-by-amount-supplier-or-job-in-myob-advanced/

## What Pulsify adds

Pulsify adds approval steps by vendor, amount, account or project, with approve, reject or send back from a phone. Pulsify connects to MYOB Acumatica. We set up the connection for you. More: https://www.pulsify.tech/approval-workflows/

## Common questions

### How do I respond to a payment claim in MYOB Acumatica Construction?

Enter the claim as a bill on Bills and Adjustments, then set a Scheduled % or Scheduled Amount on the Payment Schedule tab and give a Reason if it is less than claimed. Run Reports > Payment Schedule and send it. It needs the Construction Compliance Reporting customisation (2021.1.1 onwards).

### Why do approval deadlines matter for subcontractor claims?

Security of payment laws set time limits to respond to a claim. In NSW the limit is at most 10 business days. A missed deadline can mean you must pay the full claimed amount. Track the date each claim arrived.

### Can MYOB Acumatica route bills by amount?

Yes. On each approval rule's Conditions tab pick the Entity, Field Name, Condition and value so the rule runs only when true. Assign approvers, then steps run in sequence, in parallel or both.

## Sources

- https://help.myob.com/wiki/display/adv/Security+of+Payment+Act+reporting+-+AU
- https://help.myob.com.au/advanced/Docs/Published/UserGuide/SC_10_10_00.html
- https://help.myob.com.au/advanced/Docs/Published/UserGuide/EP_20_50_15.html
- https://www.nsw.gov.au/housing-and-construction/compliance-and-regulation/security-of-payment/responding-to-a-payment-claim
- https://www.qld.gov.au/securityofpayment

### Also confirmed by

- Acumatica Community best answer, OR conditions, 2023: https://community.acumatica.com/financials-7/approval-maps-for-ap-bills-17828

Source: https://www.pulsify.tech/invoice-approvals-in-myob-advanced-for-builders/ (last checked 2026-10-19)