WorkApproved
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Approval workflow for Xero

Catch the warning signs on every bill before anyone approves it.

WorkApproved checks each bill for 19 warning signs, such as a changed supplier bank account or a duplicate invoice, then sends it through the workflow you set up, to the right people, with a certificate attached in Xero. Approvers can decide from an email or a phone, with no Xero login.

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From NZ$39 + GST per Xero organisation per month

Unlimited users. No cap on documents or approvals. See pricing

Bill ALS-7791 from Aotea Linen Services on a phone, NZD 2,753.56, with a red High risk panel: the supplier's bank account in Xero changed recently, with what to do, and a Caution that the amount is far above the supplier's usual amount. Ask, Reject and Confirm the flag buttons sit along the bottom.Bill ALS-7791 from Aotea Linen Services on a phone, NZD 2,753.56, with a red High risk panel: the supplier's bank account in Xero changed recently, with what to do, and a Caution that the amount is far above the supplier's usual amount. Ask, Reject and Confirm the flag buttons sit along the bottom.

Workflows for the documents you actually approve

  • Bills (purchase invoices)

    Route supplier bills before they are authorised for payment in Xero, with the 19 risk checks.

  • Sales invoices

    Approve sales invoices before they are authorised in Xero, routed by amount, customer or account code.

  • Purchase orders

    Approve purchase orders before the spend is committed.

Each document type has its own workflow, switched on separately.

Bill ALS-7791 from Aotea Linen Services on a phone, NZD 2,753.56, with a red High risk panel: the supplier's bank account in Xero changed recently, with what to do, and a Caution that the amount is far above the supplier's usual amount. Ask, Reject and Confirm the flag buttons sit along the bottom.Bill ALS-7791 from Aotea Linen Services on a phone, NZD 2,753.56, with a red High risk panel: the supplier's bank account in Xero changed recently, with what to do, and a Caution that the amount is far above the supplier's usual amount. Ask, Reject and Confirm the flag buttons sit along the bottom.
The same bill on a computer: ALS-7791 from Aotea Linen Services, NZD 2,753.56, with a red High risk panel: a High flag that the supplier's bank account in Xero changed recently, with what to do, and a Caution that the amount is far above the supplier's usual amount.The same bill on a computer: ALS-7791 from Aotea Linen Services, NZD 2,753.56, with a red High risk panel: a High flag that the supplier's bank account in Xero changed recently, with what to do, and a Caution that the amount is far above the supplier's usual amount.
  1. High: the supplier's bank account in Xero changed recently.
  2. Caution: the amount is far above the supplier's usual amount.

Risk checks

Every bill is checked before it is approved.

19 checks look for common warning signs of error and fraud, such as a changed supplier bank account, a bank account on the PDF that differs from Xero's, a duplicate, or an amount far above what that supplier usually charges. Each flag says what was found and what to do. A high-risk flag must be acknowledged before the bill can be approved.

Workflows

Workflows you set up your way.

Several steps, any-one-of or all-of approvers, branching by amount, supplier, account code or tracking category, reminders and escalation, and stand-ins. The rules read back in plain words.

Bills workflow on a phone with an In plain words box: bills with a high risk flag go to Dr Aroha Ngata, then every bill goes to Karen Walsh, and from $5,000 it also goes to Dr Aroha Ngata.

Approvers

Approvers need no Xero login.

A personal, expiring link per person and step, on a phone or computer.

Phone-width approval email from WorkApproved with a red High risk notice reading This bill has a high risk flag, a table with the bill number, supplier, amount, due date and step, and a Review and decide button.

Proof and alerts

Proof, and alerts if something goes round the process.

A certificate is attached to the document in Xero and its link opens a public page that checks it (the PDF is not digitally signed). If a document is authorised in Xero by hand, or changed after approval, your organisation's administrators are alerted.

Public page reading This certificate matches our records, with the document, organisation, approval date and a SHA-256 digest.Public page reading This certificate matches our records, with the document, organisation, approval date and a SHA-256 digest.

How it works

  1. Step 1

    Submit in Xero.

    Connect Xero and choose which document types need approval. When a bill, purchase order or sales invoice is submitted for approval in Xero, it enters its workflow.

  2. Step 2

    The right people decide.

    Your rules pick the approvers. They get a personal link by email and decide on a phone or computer. A rejection needs a reason and sends the document back to draft.

  3. Step 3

    Xero gets the proof.

    On final approval WorkApproved authorises the document in Xero and attaches a certificate that shows who approved, when and in what order.

Who it is for

Finance managers and treasurers

You run Xero. The people who must say yes do not. Send each bill to them, chase nothing, and keep the evidence.

Features

Accountants and bookkeepers

One console for every client's approvals, your branding in their emails, a partner rate.

For accountants

Auditors and reviewers

A certificate for each approval and a public page that checks it.

For auditors

Screens shown are illustrative and evolve as we release improvements.

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