How do you approve Xero bills without giving people a Xero login?

The short version of how it works

1. You connect Xero and choose which document types need approval: bills, sales invoices, purchase orders.
2. Someone submits a bill for approval in Xero. It enters its workflow.
3. Your rules pick the approvers. Each gets an email with a personal link for that document and step.
4. They decide. On final approval WorkApproved sets the bill to authorised in Xero and attaches a certificate PDF showing who approved, when and in what order.

An approver needs only an email address. There is no licence to buy and no password to remember, and there is no per-approver charge.

What an approver sees and can do

The link opens the bill with its details, lines and attachments. They can approve, reject with a reason, or ask a question. A rejection sends the document back to draft in Xero with the reason written on it.

On bills, WorkApproved checks 19 warning signs, such as a changed supplier bank account or a duplicate invoice, and shows any flag to the approver with what was found and what to do. A high-risk flag must be acknowledged before the bill can be approved. We flag common signs of error and fraud.

How the link is kept safe

• It is personal to one person and one step, and it expires.
• It stops working once that person has decided.
• Opening it only shows the document. Approving is a separate button press, so a mail scanner that follows every link in an email cannot approve anything.
• Every use is logged with time, address and device.

How it works in practice

• The approver decides from the link in the email, on a phone or computer.
• Notifications arrive by email: straight away, hourly or as a daily digest.
• It covers bills, sales invoices and purchase orders.

Cost

Standard is NZ$39 + GST per Xero organisation per month, with unlimited users and no cap on documents or approvals. Prices for other markets are on the pricing page. Prices exclude tax.