# Invoice approvals in Sage Intacct for builders

Sage Intacct 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 Sage Intacct

- Purchasing approvals route commitments before they are converted. Turn on Enable purchasing approval in Purchasing > Setup > Configuration. The rule type Transaction Project Manager Approval sends the request to the manager of the project on the transaction. One project is allowed per transaction.
- Tick Require a new approval cycle if an approved transaction is modified so a changed subcontract amount is approved again. This option is not supported if you also have the Spend Management subscription.
- For AP bills, add the Vendor-based approval rule type to the bill approval policy. A Bill approver field then appears on the vendor record. Assign the project manager or a user group for each subcontractor. In a group only one member needs to approve.
- A transaction definition set for match tolerance does not go through approval. Pick approval or tolerance for each definition.

## 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.

Only bills created in Accounts Payable use bill approvals. Purchasing documents use Purchasing approvals.

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

## 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 Sage Intacct

- How to set up bill approval in Sage Intacct: https://www.pulsify.tech/how-to/set-up-bill-approval-in-sage-intacct/
- How to approve bill records in bulk in Sage Intacct: https://www.pulsify.tech/how-to/approve-bills-in-bulk-in-sage-intacct/
- How to route bill records by amount, vendor or project in Sage Intacct: https://www.pulsify.tech/how-to/route-bills-by-amount-supplier-or-job-in-sage-intacct/

## 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 Intacct. We set up the connection for you. More: https://www.pulsify.tech/approval-workflows/

## Common questions

### Can Sage Intacct send a subcontract to the project manager for approval?

Yes. Turn on purchasing approvals and add the Transaction Project Manager Approval rule type. The request goes to the manager of the project on the transaction. Only one project can be selected per transaction.

### How should a builder set approval limits?

Split by role. Supervisors confirm work done on site, project managers approve the claim value up to a limit and directors approve above it. Add a backup approver for each project manager so leave does not stall payment.

### Can Sage Intacct route bills by amount or vendor?

Yes. Policy rule types include Vendor-based Approval, Value Approval, Value Approval - Transaction Department and User Level. Each rule type can be used once per policy. Routing by project is not listed.

## Sources

- https://www.intacct.com/ia/docs/en_US/help_action/Purchasing/Setting_up_Purchasing/Approvals/set-up-approvals-for-purchasing-transactions.htm
- https://www.intacct.com/ia/docs/en_US/help_action/Accounts_Payable/Approvals/Bill_approvals/Setup/vendor-based-approval-rule-set.htm
- https://www.intacct.com/ia/docs/en_US/help_action/Purchasing/Using_Purchasing/Match_tolerances/match-tolerances-overview.htm
- 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

- Dean Dorton Sage Intacct consultants, 2020: https://deandorton.com/all-roads-lead-to-approval-an-overview-of-sage-intaccts-many-transaction-approval-options/

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