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Invoice approval without Finance license

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Posted on by MA-03041437-0

Hi everyone,

I have a question regarding licensing in Dynamics 365 Finance and Operations:

Is it possible for a user to act as an invoice approver in the vendor invoice workflow without requiring a Finance license? Specifically, can this role be fulfilled using just a Team Member or Activity license?

We’re trying to optimize license usage while maintaining compliance and would appreciate any clarification or experiences you can share.

Thanks

Mohamed

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Dynamics 365 Finance

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Adis 6,597 Super User 2026 Season 1 on at

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Hi,

I dont think so, because the approval is done on the invoice itself, so you need a finance license.

My idea would be the following, however, I havent tried it out myself:

When you create a workflow, business events will be created for that specific workflow as well. So I would assign the workflow to a service user (SysAdmins dont need a licence btw.)

In Power Automate (PA) you can catch the workflow when it needs to be approved and send it via Mail\Teams message.

In PA you create a card to approve or reject it. If it is approved, then update the workflow\record - I am not sure if this works without customization tbh.

That would be some kind of idea to meet your requirement.

Kind regards, Adis

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MA-03041437-0 8 on at

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Hi Adis,

Thank you for your suggestion—I'll definitely look into the approach you've outlined and see how it might work for our scenario.

Best regards,

Mohamed

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André Arnaud de Cal... 303,730 Super User 2026 Season 1 on at

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Hi Mohamed,

Contrary to what Adis mentioned, you can approve vendor invoices with a Team member license.

The privilege Approve vendor invoice workflow is tagged as Team member. The same is valid for the duties Approve vendor invoices and Approve vendor invoices as employee.

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