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 Sage 300
- Sage 300 Accounts Payable has no invoice approval step. Security groups limit who can enter and post invoice batches, and the approver reviews the batch listing before posting.
- Requisition approval is a control before an order exists. Select Require Approval in P/O Options, turn on system-wide security in Sage 300 Database Setup and give approvers the Requisitions Manual Approval authorisation. It does not approve the invoice.
Rules that matter for builders in Sage 300
- Claim dates drive the payment schedule clock. In Victoria the schedule is due by the earlier of the contract period or 10 business days after the claim. Sage 300 does not track this, so keep a claims register.
- No TPAR report was found in Sage 300 or the Australia Tax Reports guide. A builder that must lodge by 28 August needs a custom report or an add-on.
- Pacifictech sells a payables workflow that can pick the approver by invoice value. It needs SQL Server, General Ledger and Accounts Payable.
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.
The Sage 300 2023 Accounts Payable guide has no approval feature.
What you need and the setup steps: Invoice approvals for Sage 300.
Example
Example Roofing Pty Ltd sends claim 7 for $24,300 ex GST. The office keys it into an invoice batch with 13 other claims. The project manager reviews the batch listing before anyone posts.
| Line | Amount | What the check finds |
|---|---|---|
| Batch of 14 subcontractor claims, listing printed | The approver reads the listing before posting | |
| Claim 7, Example Roofing | $24,300.00 | Approver checks the claim against the job and the claims already paid |
| Requisition for roof sheet, Approval Status Entered | On hold until a user with Requisitions Manual Approval approves it |
Sage 300 holds the control in who can post a batch. The approver signs the listing and the poster posts it. Nothing in Accounts Payable records the approval on the claim itself.
Common mistakes for builders in Sage 300
- Treating requisition approval as invoice approval. It controls the purchase before it becomes an order.
- Giving the same person security to enter and to post claim batches.
- Posting a batch before the approver has signed the listing.
Step-by-step guides for Sage 300
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 Sage 300. We set up the connection for you. More about invoice approvals in Pulsify or Pulsify for builders.
More help
- Invoice approvals in Sage Intacct for builders
- Invoice approvals in Dynamics 365 Finance for builders
- Invoice approvals in IFS Cloud for builders
- Line item coding in Sage 300 for builders
- Invoice fraud checks in Sage 300 for builders
- Duplicate invoice checks in Sage 300 for builders
- PO matching in Sage 300 for builders
- All Sage 300 how-to guides
Sources
Last checked 2026-10-19.
- cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf
- cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_AccountsPayable_UserGuide.pdf
- www.pacifictechsol.com/sage-300-product/payables-workflow
- www.nsw.gov.au/housing-and-construction/compliance-and-regulation/security-of-payment/responding-to-a-payment-claim
- www.qld.gov.au/securityofpayment
Common questions
Can Sage 300 approve a subcontractor invoice before it is paid?
Not in Accounts Payable. Security groups limit who can enter and post invoice batches, and the approver can review the batch listing before posting. Requisition approval in Purchase Orders controls the purchase before it becomes an order. Partner add-ons add invoice approval workflow.
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.
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.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles invoice approvals in Sage 300 for builders.