The integration between Dext Prepare and ApprovalMax is now available to all our customers. It allows to combine the award-winning pre-accounting capabilities delivered by Dext Prepare with the best-in-class approval automation by ApprovalMax.
From data capture to bill approval, the process is completely paperless: all supplier invoices that have been digitally captured by Dext Prepare go directly to ApprovalMax for multi-step and multi-role authorisation. Approval routing is performed automatically according to the predefined review and approval workflow. Expenses which don’t need an approval can be submitted directly to the connected QuickBooks Online organisation.
This solution works for bookkeeping and accounting practices as well as individual businesses that use the digital data capture tool Dext Prepare.
How it works
The award-winning pre-accounting tool Dext Prepare automatically extracts key data from invoices and receipts, and sends the captured information in an enriched transaction to ApprovalMax.
ApprovalMax then takes care of bill approval automation across multiple authorisation levels. Bills only enter QuickBooks Online after they have been fully approved, ensuring data security and minimising the risk of fraud or human error.
Bill review and approval process
As soon as bills appear in ApprovalMax, they’re routed automatically through a multi-step and multi-role approval workflow that is based on predefined criteria pulled from QuickBooks Online; such as Vendor, Amount, Category, Class, Location, etc.
The approval workflow is set up when an organisation starts using ApprovalMax. Requesters don’t have to memorise anymore who to send their bills to, or do any additional manual work when they submit a bill. Everything is routed automatically, with automated reminders being sent to the respective approvers. Setting up an approval workflow in ApprovalMax is easy, yet ApprovalMax can cover workflows with any level of complexity because it allows to set up rule-based conditional, sequential and parallel approvals as well as a flexible definition of approver roles.
Approvers can even view and authorise bills on the go using the ApprovalMax mobile app, which shows all decision-relevant information. Alternatively, they can choose to approve via the web interface or from the notification email.
Once reviewed and authorised, bills are pushed to QuickBooks Online ready for payment. As part of the approval process flow, ApprovalMax generates for every processed finance bill a detailed audit trail that contains all authorisation decisions and exceptions that have occurred as well as comments, delegations, rejections and other specifics. On completion of the approval workflow, an audit report is created for and attached to every approved document. Both will be kept in the accounting system, where the audit reports can be viewed without having to log into ApprovalMax.
Dext Prepare transactions that will not be run through the approval process
Dext Prepare transactions can also be published as Credit card, Check or Cash expenses – which will be created directly in the connected QuickBooks Online organisation. Such transactions would require to specify a Payment Method in Dext Prepare that references the Category from the QuickBooks Online organisation’s chart of accounts to which the payment of such expenses will be allocated.