Automate Workflows in Acumatica: Tasks, Approvals, and Notifications

For businesses using Acumatica, one of the most effective ways to improve operational efficiency is through automation, specifically around tasks, approvals, and notifications. These built-in tools help reduce manual effort, promote consistency, and keep your team informed and on track.

If you’ve ever manually tracked down an executive for a signature or sent follow-up reminders to your team by hand, there’s a better way. Acumatica’s automation features can take those repetitive tasks off your plate.

Why Automate Approvals in Acumatica?

Approval workflows in Acumatica eliminate manual steps and make it easier to manage accountability across departments. By routing documents through pre-defined approval paths, teams can stay focused without worrying about missed sign-offs or lost paperwork.

Building Approval Maps: How It Works

To build an approval map in Acumatica, start by identifying what type of document you want to route for approval: purchase orders, AP bills, timecards, etc. From there, you can define how the process should flow using these key components:

• Steps and Rules: Each step can contain one or more rules. For example, you might want all purchase orders to be approved by accounting. Then, if a purchase order is over $1,000, it could also require a manager’s approval. If it’s over $5,000, it may need executive sign-off instead.
• Conditions: These are the filters that tell Acumatica when a rule applies, such as the dollar amount or document status.
• Rule Actions: These determine who the approver is. The approver can be a specific person, a team, or dynamically assigned based on the employee submitting the request.

Approval maps are flexible. They can handle everything from a single-step sign-off to complex, multi-tiered routing paths based on real-time data.

Insight: 5 Ways Acumatica Software Can Be Tailored to Fit Your Business Needs

Adding Automation with Business Events and Notifications

Business events in Acumatica are triggers that let you take action automatically when something changes in the system. Paired with notifications, they can help your team respond faster, follow up on tasks, and stay aligned without the need for constant manual oversight.

Examples of What You Can Automate:

• Notify a manager when a new purchase order is submitted for approval
• Alert a sales rep when a new lead is assigned
• Send a reminder to a customer when an invoice is coming due
• Flag management if a client’s buying activity spikes or dips

These automations work by tying together several core elements:

For example, if a purchase order enters a "pending approval" status, a mobile push notification can be sent directly to the designated approver’s phone with a dynamic link to the PO record.

Real-World Use Case: Purchase Order Approval with Notifications

Consider a purchase order approval scenario:

• All POs route to accounting for initial review.
• If the total exceeds $1,000, it’s also routed to the submitter’s manager.
• If it exceeds $5,000, it goes directly to the executive team.
• A mobile push notification is sent to the appropriate approver as soon as the PO status changes to “pending approval.”

This kind of automation reduces back-and-forth emails and speeds up the procurement process, keeping things moving even when people are out of the office.

Insight: Streamlining Business Processes with Acumatica Workflows

Smarter Workflows, Less Hassle

With Acumatica’s workflow automation tools, businesses can shift from reactive to proactive. Approvals move faster, communication improves, and processes become more transparent.

Whether you’re just getting started or looking to build more advanced workflows, taking advantage of these tools can have a lasting impact across your organization.