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Setting up one, two or three approval levels

Turn on purchase approvals per organisation and control who can register.

2026-09-25 · 0:46

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Purchase approvals put a second (or third) pair of eyes on an invoice before anything is booked. You switch them on per organisation, choose one, two or three levels, and Register stays locked until every level has approved.

Step by step

  1. Open the organisation's settings. Go to Settings and open Purchase approval.
  2. Switch it on. Tick the option that requires approval before registering purchase documents. It applies to this organisation only, so each client can have its own rule.
  3. Choose the number of levels. One, two or three. Each level must approve before the next one can.
  4. Add an approver for each level. For example: the person who ordered the goods approves at level one, and the finance lead at level two.
  5. Save. From now on, new purchase invoices in this organisation wait for approval.

What happens to an invoice

  1. The invoice is read as usual and waits for its approvers.
  2. The level-one approver opens it and approves. The level-two approver can only approve after that.
  3. While any level is still open, Register is locked for everyone.
  4. When the last level approves, the invoice can be registered, and each approval is saved in the audit log with who approved and when.

How firms use it

  • One level for a small client where the owner signs off every bill.
  • Two levels where the person who ordered something confirms it arrived, then finance confirms the price and coding.
  • Three levels for larger organisations, for example a department head, a cost-centre owner and finance.

Approvals live in Invoreg, before anything reaches the accounting software, so the ledger only ever receives invoices that have been signed off.

Common questions

Can each client company have different approvers? Yes. Approvals are set per organisation, so a firm can run three levels for one client and none for another.

Does the approver need to know the accounting software? No. Approvers work in Invoreg: they open the invoice, see the original next to what the AI read, and approve.

Can someone register an invoice before it's approved? No. Register stays locked until every configured level has approved.

Where can I see who approved what? In the document's audit log, which records every approval and every change to a value.

Next: duplicates, filters and search. For the wider process, see how to automate accounts payable in a small business.