Digital invoice approval for streamlined spend control
ApprovalMax provides workflow automation for bills to fully replace paper- or email-driven approval routing and establishes granular financial controls for any kind of spending accounted for in QuickBooks Online.
As soon as a bill appears in ApprovalMax, it is automatically routed through a multi-step and multi-role approval process that is based on predefined criteria, such as vendor, amount, category, class, location, etc.
Once reviewed and authorised, bills are pushed to QuickBooks Online ready for payment, with the audit reports automatically attached.
Why use bill approval automation with ApprovalMax for QuickBooks Online
No more missed, duplicate or unauthorised payments
Single point of truth for all bill-related authorisations
Approval process automated and kept on the surface
Shared accountability with clients when making payments
Improved real-time data quality and forecasting
Facilitated audits, less preparation time, more transparency
This is how it works
Bill fetching
Multi-step and multi-role authorisation
Pushing bills to QuickBooks Online for payment
Bill fetching
Fetching bills for review and approval can happen in different ways. One option is to create a bill in ApprovalMax. Another option is to use Receipt Bank to digitally capture the invoice and then push an electronic version of it directly to ApprovalMax for subsequent review and approval.
Multi-step and multi-role authorisation
The automated approval workflow routes bills through a multi-step and multi-role authorisation process that is based on one or several criteria pulled from QuickBooks Online, such as vendor, amount, category, class, location.
Pushing bills to QuickBooks Online for payment
Once fully authorised, bills are pushed to QuickBooks Online. An audit report that captures the authorisation history including approver comments is created and attached automatically.
FAQ
Can we use QuickBooks Online data such as category, vendor, class, location, etc. to automatically route the approval process?+
Yes, ApprovalMax allows the use of any QuickBooks Online data in any combination to provide automated routing of the approval process.
Can approvals be done without accessing the QuickBooks Online accounting software?+
Yes, there is no need to access QuickBooks Online for bill creation, review and approval.
Can we use any digital data capture tool for our bill review and approval process?+
For QuickBooks Online, ApprovalMax currently supports only a direct integration with the leading pre-accounting digital data capture tool Receipt Bank. However, the support for other digital data capture tools is on our product roadmap.
What happens once a bill has been approved in ApprovalMax?+
Having passed successfully the ApprovalMax review and approval process, bills will be stored in QuickBooks Online together with a complete audit log securely attached and are ready for payment.
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