Regardless of the way bills appear in Xero, as long as they are in the "Awaiting Approval" status, ApprovalMax will automatically collect and route them for review & coding, matching with the respective purchase orders as well as the required business approvals as per the multi- step and multi-role approval workflow that has been defined for them.
There are various technologies available for the capture of invoice data: pre-accounting software like Dext Prepare, AutoEntry and Datamolino, or Xero's Hubdoc software and its "Email to Bill" function. And, of course, it is also possible to manually create bills in Xero.
Bill waiting for approval
Invoice data capture
There are several options for extracting the relevant data of incoming bills: the data capture tool of choice, Xero's Email-to-bill capability, copying the purchase order or the manual creation from scratch.
Bill waiting for approval
Once bills in Xero have the "Awaiting Approval" status, either as per the automated workflow or because they were manually moved from the "Draft" status, ApprovalMax will pull them automatically and check if they are subject to a review and authorisation process. If that is the case, this process will start right away.
Review and authorisation
When the review and authorisation process has been initiated, bills go through multiple steps according to the predefined approval matrix: bill review, bill-to-PO matching as well as multi- level and multi-step authorisations.
After passing the review and authorisation process successfully, approved bills are ready for payment and get pushed to Xero in the "Awaiting Payment" status.
As ApprovalMax is pre-integrated with Xero, it works seamlessly with all data entry apps from the Xero ecosystem (in any combination): Hubdoc, Dext Prepare, AutoEntry, Datamolino and EzzyBills - as long as bills have the "Awaiting Approval" status, which triggers ApprovalMax to pick them up.
ApprovalMax only picks up bills in the "Awaiting Approval" status, so this is the one to go for. Most tools can push bills to Xero in this status. Alternatively, it can be selected manually; or automatically by employing a tool like Zapier.
No, bills in the "Awaiting Approval" status in Xero do not affect the general ledger. So, it is safe to push them to Xero in this status even though they are not yet approved.
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