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.

Approval levels are applied separately in the Admin settings for:

Approval Levels (P.O.s)
Invoices
Expenses

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.”

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

How to Build an Approval Chain for Invoices 

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”

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

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.

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.

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.

Questions or need help?
Our customer support is always available to help with any questions or setup assistance

Contact us
Email: support@digitalpurchaseorder.com
Support: +1 888 DPO 7254
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

Or book a personalized support call
We look forward to hearing from you.

Updated on: 21/08/2026