Accounting > A/P > A/P Setup > Invoice Approval Rules


This page allows you to create Invoice Approval Rules to automate the approval process.


Invoice Approval Rules can be established at the Firm Level, the Association Level, or applied to a specific Vendor or Vendors. Once rules are established they are linked to Vendor Accounts and will automatically apply when invoices are entered. 


Add a new Invoice Approval Rule


Step 1. Navigate to Accounting >  A/P > A/P Setup > Invoice Approval Rule.


Step 2. Click Add Rule from the Page Actions drop down menu. 



Overview Tab


Step 3. In the Overview Tab, complete the fields below. 


  • Title- Create a Title for this Approval Rule.


  • Over Amount- Enter a dollar amount over which this rule applies. For example, if all invoices over $1,000 require additional approvals, enter $1,000 in this field. 


  • Active- Check to activate this Rule. 


  • Apply to All Associations- Check if this Rule will apply to all Associations.


NOTE- If this is left unchecked, you will need to select Associations on the Association Tab.


  • Apply to All Vendors- Check if this rule applies to all Vendors.


NOTE- If this is left unchecked, you will need to select Vendors on the Vendor Tab.


  • Set Ready to Pay When Completely Approved- Check this box to automatically set the Invoice to Ready to Pay status once all approvals have been received.


  • Auto Post When Completely Approved- Check this box if the Invoice should be automatically Posted once all Approvers have approved the Invoice. Posting is the final step before paying an invoice and can be done manually or automatically, based on the Approval Rule. 


  • Description- Enter a description of the Rule if needed. 



Association Tab


Use the Association Tab to apply your new rule to specific Associations. If Apply to All Associations was checked in the Overview Tab, this step is not necessary and the Tab will not be clickable. 


To Add Associations, highlight the name of the Association in the right pane and click the left arrow to move it to the left pane. To remove an Association from this rule, highlight the name, click the Association name in the Associations pane and the right arrow to remove it. 



Vendor Tab


Use the Vendor Tab to apply your new rule to specific Vendors. If Apply to All Vendors was checked in the Overview Tab, this step is not necessary and the Tab will not be clickable. 


To Add Vendors, highlight the name of the Vendor in the right pane and click the left arrow to move it to the Vendors pane. If you want to remove a Vendor from this rule, highlight the name, and click the right arrow to move it back to the All Vendors pane. 



Exclude Association 


Use this Tab if All Associations was chosen in the Overview Tab, but some Associations are not to be included in this rule. To Exclude an Association, highlight the name, and click the left arrow to move it to the left pane. 


Exclude Vendor


Use this Tab if All Vendors was chosen in the Overview Tab, but some Vendors are not to be included in this rule. To Exclude an Association, highlight the name, and click the left arrow to move it to the left pane.


Step 4. Click the Save button to finalize, or the Save Add button to add additional rules.


Add Approvers


Once the new Approval Rule has been completed and saved, you will need to add Approvers to the Rule. 


Step 1. Navigate to Accounting >  A/P > A/P Setup > Invoice Approval Rule.


Step 2. Use the Search filters to locate the new Rule. 


Step 3. Click the Pencil icon to open the Rule.



Step 4. In the Approver section, click Add Approver. 



Step 5. Complete the fields in the Invoice Approval Rule Detail window.  


  • Approver- Select the Approver from the dropdown menu.


  • Denied Step- Select the individual or position to receive notification when an invoice is denied payment by an Approver. If no notification is required, skip this step.


  • Send Notification- Check this box if a notification needs to be generated when an invoice is denied payment by an Approver. 



Step 6. Click the Save button to finalize, or the Save Add button to add more Approvers.