Invoice approval automation Ready

PDF extracted from AP inbox — routes by amount threshold, logs decision, updates payment queue.

Replaces “Did you approve that?” texts and invoices stuck in someone’s inbox.

Last 5 invoices

InvoiceVendorAmountStatus
INV-2841Bluegrass Electric$890Approved
INV-2839Office Depot$312Approved
INV-2835Unknown Vendor LLC$1,450On hold
INV-2830Acme Supply$12,400Approved
INV-2822Valley Pest$275Rejected

Outlook — AP inbox

Invoice received

Routing: ≤$2,500 → owner · >$2,500 → owner + CFO · Unknown vendor → AP hold

Approval required

Routed to

Workflow completed

AP automation log

System actions

  • PDF parsedVendor, amount, due date
  • Approver matchedThreshold rules applied
  • Decision recordedAudit row in AP_Log
  • QuickBooks queuePayment schedule updated
  • Vendor UpdateEmail notification sent
TimeEventStatus

This page is an interactive preview. Starter delivery wires the workflow to your inbox, approvers, and spreadsheet or SharePoint list — tools you already own.

What's included — Starter

$2,500 fixed
~2 hrs/week saved on AP routing

Stops invoice approvals from dying in email and rebuilds your pending list every week.

  • AP inbox trigger — invoices with attachments flagged
  • Amount thresholds — owner, owner + CFO, your rules
  • Approver notification — email or Teams with Approve / Reject
  • 48-hour reminder if no response
  • Audit log — every invoice, status, approver, timestamp
  • Payment queue tab — approved invoices for your bookkeeper
  • Handoff doc + 30-day tweak window

Not included on day one: Auto-posting to QuickBooks, Xero, or your ERP. The queue in this demo is the approved list your bookkeeper processes.

Book a consult →

If you want us to go further

Scoped add-on

Connect the approval decision straight into the systems you already pay for.

  • QuickBooks Online / Xero — create bill or PO on approval
  • OCR extraction — vendor, amount, due date from PDF
  • Duplicate-vendor detection — hold + notify AP
  • Teams adaptive cards — approve in-channel, comment in log
  • Vendor portal — submit via form instead of email
  • Month-end report — aging approvals, avg time-to-approve

Each integration is quoted separately after we see your stack.