How to Set Up Auto-Approval Rules for Supplier Invoices

What makes a good auto-approval candidate

• Known, trusted supplier you've worked with for 6+ months
• Consistent invoice amount (e.g. monthly subscription)
• Amount below a threshold where overpayment risk is low
• Single-line invoice with clear categorisation
• Supplier has never sent an incorrect or duplicate invoice

Setting up rules in InboxBill

1. 1Go to Settings → Rules in InboxBill
2. 2Click 'Add new rule'
3. 3Select 'Supplier' condition and choose from your supplier list
4. 4Optionally add an amount condition (e.g. 'Amount less than £500')
5. 5Set action to 'Auto-approve and sync to FreeAgent'
6. 6Optionally set default nominal code for this supplier
7. 7Save the rule — it applies to all future invoices from this supplier

Example rules for common scenarios

• AWS: Supplier = Amazon Web Services, auto-approve, category = Server Costs
• Microsoft 365: Supplier contains 'Microsoft', amount < £50/month, auto-approve
• Office supplies: any supplier, amount < £100, category = Office Supplies, flag for review
• Utilities: Supplier = British Gas / EDF / etc., auto-approve, category = Utilities