Frequently asked questions

• What is WorkApproved?

  An approval workflow for Xero that checks each bill for 19 common signs of error and fraud before it is approved. When a bill, purchase order or sales invoice is submitted for approval in Xero, WorkApproved sends it to the right people under the rules you set, records each decision, and attaches a certificate to the document in Xero.

• What are the risk checks?

  19 checks on every bill that flag common signs of error and fraud, such as a changed supplier bank account or a duplicate invoice. A flag says what was found and what to do. Flags never block a bill by themselves; a high-risk flag must be acknowledged before approval. Bills only.

• Do my approvers need Xero?

  No. An approver needs only an email address. They get a personal link for each document and decide on a phone or computer.

• What is on the certificate, and how is it checked?

  The document and its lines, the approval path, who approved and when. Its link opens a public page that says whether the certificate matches our records. The PDF is not digitally signed; the page checks the recorded evidence.

• What if someone authorises a bill in Xero without WorkApproved?

  Your organisation's administrators are alerted, for the document types you have switched on. It also alerts when a document changes after approval.

• Does it change anything in Xero?

  On final approval it sets the document to authorised and attaches the certificate PDF. A rejected document goes back to draft with the reason written on it.

• Which documents can be approved?

  Bills, sales invoices and purchase orders.

• What does it cost?

  NZ$39 + GST per Xero organisation per month, unlimited users, no cap on documents or approvals.

• How does the free trial work?

  7 days free. A card is needed to start. When the trial ends we start charging for the plan you chose unless you cancel first (Terms 7.4). New Zealand organisations can ask to be invoiced instead.

• Will my auditor accept it?

  We cannot say what an auditor will accept. WorkApproved is a record of what happened; it is not an audit or opinion. The For auditors page explains how to test the control.

• Where is my data held?

  The application and database run in Sydney, on Laravel Cloud (AWS). Files such as attachments, certificates and partner logos are stored in Cloudflare R2, whose region Cloudflare does not guarantee; our privacy policy says so. See Security.

• How long do you keep my data?

  Attachment copies 18 months, audit log 3 years, certificates while your account is open. Everything is deleted 90 days after you cancel; a copy already attached in Xero stays there.

• Do you replace our bank's dual authorisation?

  No. WorkApproved controls approval in Xero; it does not release payments.

• Is there an API or single sign-on?

  Not yet.

• Can accountants manage many clients?

  Yes. See For accountants.

• How do I get help?

  The Help centre, or [email protected].

• Is WorkApproved affiliated with Xero?

  No. It is an independent product and is not endorsed by, or affiliated with, Xero.

More detail: Features · Pricing · Security · Help.

Guides: Approve Xero bills without a Xero login · Xero purchase order approval workflow · Two approvers for Xero bills: charities and trusts · Spot a changed supplier bank account on a Xero bill.