With the mandatory field configuration, you define at which workflow step (or already in the inbox) specific invoice coding fields must be completed. This ensures that invoices can only be approved or exported once all required information is available.
Prerequisites
Available for Plus and Max customers
Applies only to workflows
Manual approvals (direct selection of the approver) and "Approve now" continue to use the previous logic
Applies only to invoices
Mandatory field settings in workflows do not apply to workflows used for reimbursements or purchase requests
Assigning mandatory fields in a workflow
Go to Settings → Workflows
Select an existing workflow or create a new one
Note: Changes apply only to new invoices using this workflow.
Edit or create a workflow
Existing workflow
Open an existing workflow to assign mandatory fields.
New workflow
Create a new workflow and define the required fields.
Important
When editing an existing workflow, system-enforced mandatory fields (depending on the integration type, e.g., DATEV or SAP) must be assigned to at least one workflow step or to the inbox (pre-approval requirements).
After enabling the mandatory field configuration, existing workflows continue to follow the previous required field logic. This means that system-required fields must be filled out no later than step 1.
Once an existing workflow is edited, the mandatory fields must be configured. From that point on, the workflow follows the new required field behaviour.
When creating a new workflow, these integration-specific required fields are automatically assigned to Step 1.
You can then move them to other steps or to the inbox as needed.
Assign mandatory fields to an approval step
Select the fields that must be completed at this approval step.
You can assign fields either to a specific step or to the inbox.
Save your changes.
Available mandatory fields:
Cost center
Cost object
General ledger account
Extra cost info
Tax code (coming soon for DATEV)
Important
Mandatory fields at a given step are automatically editable, even if they have already been filled out in an earlier step.
Approval behaviour
A workflow step can only be approved once all mandatory fields assigned to that step are filled out.
If a field is mandatory, it can be filled in during earlier steps if it is still empty. Once filled, it can only be edited when the step in which the field is mandatory becomes active.
The mandatoriness applies only to the respective step.
Please note
This validation applies only within workflows. Manual (direct selection of the approvers) and instant approvals continue to check mandatory fields only up to the first step.
System and integration rules
Some mandatory fields are defined by your system integration (e.g., DATEV or SAP) and cannot be removed.
Example:
If DATEV is connected and cost centers are enabled, the Cost center field is always required and must be included in every workflow.
Limitations
Manual (direct selection of the approvers) + instant approvals: continue to use the existing mandatory field logic
Conditional steps: Mandatory fields cannot be usedReason: Conditional steps may be skipped
Expenses, travel + purchase requests: required fields are not yet available
Tax code (DATEV): coming in a future update