Guide
How to Set Up Invoice Approvals
By Keelstar Team · Updated June 1, 2026
The short answer
Define an approval matrix — who approves what, based on amount and department — then route every invoice through it automatically and record each approval. Approvals over email don't scale and don't survive an audit.
Start with the matrix
Decide thresholds: which amounts need one approver, which need two, and who's required for high-value or unusual invoices.
Route automatically
Apply the matrix to every invoice so routing isn't a manual decision and nothing skips a required approver.
Keep the trail
Record every approval and rejection with an actor and timestamp so each payment is defensible.
Put this into a monitored workflow
Invoice Approval handles this continuously — with reminders and an audit trail.