Purchase Invoice Approval Workflow

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Posted on by MP-23041117-0

Hi,

In BC standard the purchase approval workflow is quite limited and does not meet our requirements.

We need a workflow which allows to select different flows according to different "type" of invoices. The purchase invoice processor must be able to select the type of the invoice, e.g. by choosing differen purchasers on the invoice. The different "types" will lead to different approver of the inovice.

What is the best way of solfing this issue? Can we easily modify the BC standard approval workflow? I was searching for extensions on the marketplace but found a huge numbers of extensions. How can I find a suitable one?

Thanks and best regards

Michael

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Mansi Soni 8,951 Super User 2026 Season 1 on at

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Hello,
To address your scenario - where different invoice types need to trigger different approval flows - you’ll need to extend the standard workflow functionality. This can be done via a custom workflow condition and response, allowing you to filter approvals based on a custom field like Invoice Type or Purchaser.

Yes, the standard workflow engine in BC can be customized, and this is often the best approach if you have in-house development resources or a partner.

Alternatively, AppSource does have several third-party workflow management extensions, but it can be overwhelming to find the right one. You can filter by publisher reputation, reviews, and trial availability to shortlist suitable apps.

Hope this will help you!

Regards,
Mansi Soni

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Sohail Ahmed 11,169 Super User 2026 Season 1 on at

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Yes, this is possible, but it will require customization. My suggestion is to contact a Microsoft partner or a Business Central developer who can tailor the workflow to your specific needs. Relying on marketplace apps might not fully meet your requirements, especially for dynamic approval flows based on invoice types. A custom solution will give you more control and flexibility.

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KP - Solution Archi... 658 on at

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Hi @MP-23041117-0

Customization is the best option for this custom workflow, based on your required conditional approver.

Thanks,

KP

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Tech-Lucky 1,271 Moderator on at

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Hi,

Based on my understanding of your requirement, it is indeed achievable using the standard workflow functionality in Business Central—there's no need to customize the entire workflow process.

If there's already a standard field on the Purchase Document that distinguishes the invoice type (e.g., Vendor Posting Group), you can simply use that field as a condition in the workflow setup.

Alternatively, if such a field doesn’t exist, you can create a custom Invoice Type field on the Purchase Header with the necessary options. This field can then be used as a filter in the workflow conditions, allowing you to create multiple workflows for different invoice types with their respective approval chains.

Please refer to the screenshot below for the section where workflow conditions can be configured.

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