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# How to Set Up an Invoice Approval Chain

With the invoice approval feature in DPO, you can ensure that all invoices are internally reviewed and approved before processing. Various approval levels and rules can be flexibly defined. In the **Invoice** section, you can create and edit the approval workflow for invoices as needed.


###### Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn how to **set up and manage approval workflows in DPO**.

${frame}[](https://www.youtube.com/embed/iLgc7pVD_s8)


### Approval levels are applied separately in the Admin settings for:

[**Approval Levels (P.O.s)**](https://digital-purchase-order.crisp.help/en/article/approving-purchase-orders-js9j81/)
[**Invoices**](https://digital-purchase-order.crisp.help/en/article/invoices-cnlzt6/)
[**Expenses**](https://digital-purchase-order.crisp.help/en/article/expenses-1wl701f/)

###### Before You Start
The invoice approval process in DPO allows you to review and approve invoices in a structured, transparent manner that aligns with your internal approval policies. Before the approval chain can be used, several basic settings must be configured in the Admin area. This includes defining whether invoices should enter the workflow automatically or be submitted manually, as well as activating additional options relevant to your process. Next, you define who is authorized to approve invoices at each level by creating multiple approval stages — for example, based on departments or amount thresholds — and assigning the appropriate authorized signers to each stage. Optionally, you can require department-based approval to ensure that only responsible users from the corresponding department are allowed to approve.

###### Basic Workflow Settings

**Step 1: Activate Invoice Approval (Required)**
Navigate to **Administration → Invoices** and enable **Activate Invoice Approval**.
This setting allows invoices to enter the approval workflow and is required for any approval process to function.

**Step 2: Choose Manual or Automatic Submission**
Next, decide how invoices should be submitted into the approval chain:

* **Manual submission:**
You choose when an invoice enters the approval workflow by clicking **“Send Invoice to Approval.”**

* **Automatic submission:**
Invoices are automatically submitted for approval as soon as they are **fully matched to a purchase order (P.O.)**.
→ This behavior is controlled by enabling: **“Automatically submit fully matched invoices to approval.”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-10141_ypkgwc.png =1106xauto)



**Step 3: Enable Quick Approval (Optional)**

If desired, you can activate the Quick Approval feature. This allows authorized users to approve or decline invoices with a single click using the **thumbs-up** or **thumbs-down** buttons — without needing to open the invoice.

Enable this by selecting:
* **Allow Quick Approval**
* **Allow Quick Decline**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-10154_1kvnx6t.png =985xauto)


### How to Build an Approval Chain for Invoices 

||| Important: Changes to the Approval Workflow only affect invoices that are still pending approval. Already approved invoices will remain approved. Depending on the changes made, pending invoices may automatically become Approved if the new approval requirements are already fulfilled.


**Step 1: Open Approval Levels**

1. Open **Settings → Approval Levels**

**Step 2: Create Approval Levels**

1. Choose the number of approval levels you need
2. Click: **“+ Add Approval Level”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-10181_1gm917u.png =936xauto)



**Step 3: Arrange Approval Levels**

* Use the **up and down arrows** to reorder the levels
* Click on the right side of a level to view assigned approvers




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-10234_1xpwk8y.png =880xauto)




**Step 4: Add Approvers**

1. Search for the user in: **“Add New Approver”**
2. Click the **plus (+) icon**

**Note**
If multiple users are assigned to the same approval level and department:
> The first available user will complete the approval.

| Tip: Approval levels can also be assigned in the user profile, but core settings like department restrictions or amount-based rules can only be configured directly in the approval level.





![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1jlqrfa.png =842xauto)





**Step 5: Enable Department Approval**

Enable: **“Approval by Department only”**

if the user should only approve documents from their assigned department.

**Red Highlight**
If a level is marked red:
> The checkbox is enabled, but the user in the approval level has no department assigned.




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-10280_gjdlu.png =971xauto)




**Step 6: Define Conditions**
For each approval level, you can define conditions such as:

* **Applies to all** Purchase Orders, Invoices, or Topsheets
* **(Applies to special P.O.s only)**
* If Purchase Orders, Invoices, or Topsheets **net total is equal to or greater than** \[amount]
* If Purchase Orders, Invoices, or Topsheets **net total is less than** \[amount]


**Activate the Approval Workflow**
* Make sure each approval level has at least one assigned user
* Click **Save**
*Once all levels are configured, the automated approval workflow will be activated.*



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-10290_ch4zr8.png =979xauto)



${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto:support@digitalpurchaseorder.com)
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