Features

How WorkApproved approves Xero documents

WorkApproved checks every bill for 19 common signs of error and fraud, then sends each bill, purchase order and sales invoice through the workflow you set up, to the right people, before it is authorised in Xero. Approvers need no Xero login, and every approval leaves a certificate attached in Xero.

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Risk checks

Risk checks on every bill

19 checks run on each bill and flag common signs of error and fraud, including:

a supplier's bank account that changed recently, or a bank account on the PDF that differs from the one in Xero;
a duplicate invoice number, or the same file attached to another bill;
an amount just under an approval limit, or a bill split to stay under one;
an amount far above that supplier's usual, or a first-time supplier;
a PDF that was edited after it was created.

Each flag has a level (high, caution or info), says what it found and what to do, and never silently blocks a bill. A high flag must be acknowledged before the approver can approve. Administrators can switch each check off and choose what each person can see. Bills only. We flag common signs of error and fraud. The full list of checks and their thresholds is shown to administrators and auditors only, so it cannot be gamed.

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. — A high-risk bill says why, and what to do, before anyone approves it.

Workflows

Rules that decide who approves

Steps in order, each with one or more approvers; any-one-of or all-of at each step.
Branch by supplier, Xero contact group, amount, account code, tracking category, line details or risk level.
Amount thresholds, auto-approval rules, and a catch-all person so nothing is stranded.
Self-approval can be blocked.
Reminders, escalation to a fallback person when an approval stalls, and dated stand-ins for holidays.
The rules are shown back in plain words, with versions kept and a trial run before you switch them on. (Help: Set up a workflow)

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. — Rules in plain words.

Bills workflow editor 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. — Rules in plain words.

Approvers

Approvers without a Xero login

An approver can be anyone with an email address. They get a personal link for that step, which expires and works only for that person. Opening the link shows the document and changes nothing; approving, rejecting or asking a question is a separate button. Works on a phone, and can be added to the home screen. They can approve, reject with a reason, or ask a question. (Help: Approve by email)

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. — The approval request arrives with the risk warning on top.

Certificate

A certificate for every approval

On approval a PDF certificate is attached to the document in Xero. It shows the document and its lines, the approval path (including skipped steps), who approved, when, and the approver's IP address where captured, with the supplier's attachments appended or listed with their SHA-256. Each certificate has a link to a public page that says whether it matches our records. Certificates are kept while your organisation is on WorkApproved.

Audit certificate for bill TTC-0932 with document details, one line and a three-step approval chain, two skipped, one approved. — The certificate an auditor keeps.

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

Alerts

Alerts when something goes round the process

If someone authorises a document in Xero by hand, or a document changes after approval, your organisation's administrators are alerted for the document types you have switched on. If a supplier's bank account changes while approved bills are unpaid, administrators are told.

Recently decided list on a phone with a red Approved outside WorkApproved badge on GEH-5521. — Bills approved directly in Xero are flagged, not hidden.

Recently decided list with a red Approved outside WorkApproved badge on GEH-5521. — Bills approved directly in Xero are flagged, not hidden.

Connect Xero

Connect Xero and choose what needs approval

Connect with Xero's sign-in. Choose which document types are controlled: bills (purchase invoices), sales invoices and purchase orders. Each type has its own workflow, switched on separately. A document enters its workflow when it is submitted for approval in Xero; on final approval WorkApproved sets it to authorised in Xero. Rejected documents go back to draft with the reason written on them. Purchase orders arrive through a regular check of Xero (about every 30 minutes) instead of instantly. (Help: Connect Xero)

Repeating bills

Standing approvals for repeating bills

Approve a Xero repeating-bill template once. Matching bills are then approved automatically within a tolerance you set; any that differ go to a person with the difference stated. (Help: Standing approvals)

Repeating bills page with a live standing approval for office rent, $2,450 a month for 12 months. — Approve repeating bills once.

Queue and audit log

Queue, search and audit log

One queue across all your organisations, with tabs for waiting on you, everything and exceptions, and search by supplier, number, date and state. Every settings change is recorded in the audit log, every decision is recorded on the approval and on its certificate, and an Auditor role gives read-only access.

Approvals page on a phone with tabs and a bill ALS-7791 carrying a High risk badge, the reason, and a Review button. — One queue: waiting on you, waiting on others, with risk badges.

Approvals page with tabs and bills carrying High risk, Caution, Restarted, Exception and Waiting on an answer badges. — One queue: waiting on you, waiting on others, with risk badges.

For accountants

For accountants: the partner console

One console for all your clients; assign your staff to clients; your logo, name and colour in your clients' emails and app header, with "powered by WorkApproved"; trials you can extend to 30 days; one consolidated bill at a partner rate. (For accountants)

Coming soon

Plus, planned at NZ$69 + GST per Xero organisation per month, will add approving and rejecting through your own AI assistant, longer retention of attachments and the audit log, and a tamper-evident, hash-chained audit log. Plus cannot be bought yet; email [email protected] to hear when it opens.

Screens shown are illustrative and evolve as we release improvements.

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.