You can configure step-based invoice approvals so that approvals happen in a defined sequence – Step 1, Step 2, Step 3, and so on. An invoice approval step is one stage in that sequence, assigned to specific approver roles, and each step must be fully approved before the invoice moves to the next. This builds on your existing approval rules by adding order and dependencies so the right people review invoices when needed. This guide covers configuring, publishing, and using step-based approvals.

To use step-based approvals, first update and publish your invoice approval settings. Users with the Edit Invoice Rules permission can configure this. Navigate to Accounting, then Settings, then AP Settings, and open the Approval Rules tab. Here you can edit existing approval rules or click Add Approval to begin. For the initial setup, see the AP Settings - Invoice Approval Setting Configuration article.

1. Click Add Approval to add a step.

2. Enter the details – Name, Type, Notes, and approver roles. Use the Basic Approval type, which is typically the type you'll want.

3. In the top right corner, select the step number to set the order in which this approval is processed.

After making updates, you must publish them so the changes take effect in the Accounts Payable module. Invoices already created will follow the old settings. New invoices added to the AP Inbox after publishing will use the updated settings.

New invoices follow the approval steps defined in your settings. The example below uses three approval steps.

When an invoice is ready to be approved, expand the Approvals section to see the remaining steps. Waiting on Me means you are a Primary Approver and it is your task to complete the step. Waiting on Others means other roles still need to approve. If you are a Secondary Approver on a step, you will also see the option to approve – typically the Primary Approver completes the step, but the Secondary can if the Primary is unable to.

1. Click Approve to display the steps in order.

2. Check the box beside the approval(s) you are completing, then click Approve again.

Once all approval steps are completed, the invoice moves to the Payments page.

When viewing an invoice, expand the Approvals section to see detail about completed approvals, including the user who approved, the date, and the status.

Invoices that have already been through the approval process can be marked as unapproved if needed. Click the triple-dot menu on the invoice, click Unapprove, then confirm.

Note: All approval steps will be unapproved.