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Open Admin → Financials → Approvals to set the company-wide authority used by invoice approval actions.

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Default Approval Behavior

With Use custom approval rules off, every user can approve an invoice. Recording an authorized payment also approves its invoice as part of that action. The Approvals concept explains why approval and payment status remain separate.
Approvals configuration with Use custom approval rules turned off and a message that every user can approve transactions and recording a payment automatically approves the transaction.

Default approval behavior. With custom rules off, every user can approve invoices.

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Custom Approval Rules

Turn on Use custom approval rules to limit authority to the people listed under Approvers. A person outside that list has no approval authority. The built-in Financial Administrator role keeps unlimited authority for every Invoice Type, including types added later. The screen separates the configuration into Roles and Approvers. It saves each completed role or approver action immediately; there is no separate page-level Save or Cancel control. Roles define approval limits, while each approver assignment connects one specific company user to one role. Different users can be assigned different roles.
Approvals configuration with custom rules enabled and two approver rows: dani@aiinsurance.io is assigned the Financial administrator role with no limit for all Invoice Types, and test-user+fmv1-admin@aiinsurance.io is assigned the Claims Reviewer role for four Invoice Types.

Custom approval rules enabled. Dani is assigned the built-in Financial administrator role, while a second company user is assigned the scoped Claims Reviewer role.

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Roles and Limits

Create a role with a unique required name, then set its limit for every active Invoice Type. Each type has one of these limits: Role names and specific amounts show validation before they can be saved. Roles can be edited or deleted, but a role assigned to an approver must be unassigned before deletion. Invoice Types and Line Items describes the types that appear in the limit matrix.

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Approvers

Use Add approver to select a specific user from the company’s user directory and assign that user one available role. Repeat the action to give different users different roles. Approval authority follows the user’s assigned role; removing an approver immediately removes the authority granted by that assignment. The Financial Administrator role is available for the company-wide administrative case; other roles apply the limits configured above.