# 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. [Start free trial](https://go.workapproved.app/register). 7-day free trial. Card needed. ## 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. Screenshot: A high-risk bill says why, and what to do, before anyone approves it. ## 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](https://workapproved.app/help/set-up-a-workflow.md)) Screenshot: Rules in plain words. ## 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](https://workapproved.app/help/approve-by-email.md)) Screenshot: The approval request arrives with the risk warning on top. ## 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. Screenshot: The certificate an auditor keeps. ## 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. Screenshot: Bills approved directly in Xero are flagged, not hidden. ## 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](https://workapproved.app/help/connect-xero.md)) ## 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](https://workapproved.app/help/standing-approvals.md)) Screenshot: Approve repeating bills once. ## 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. Screenshot: One queue: waiting on you, waiting on others, with risk badges. ## 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](https://workapproved.app/partners.md)) ## 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 [hello@workapproved.app](mailto:hello@workapproved.app) to hear when it opens. Screens shown are illustrative and evolve as we release improvements. Guides: [Approve Xero bills without a Xero login](https://workapproved.app/answers/approve-xero-bills-without-xero-login.md) · [Xero purchase order approval workflow](https://workapproved.app/answers/xero-purchase-order-approval-workflow.md) · [Two approvers for Xero bills: charities and trusts](https://workapproved.app/answers/two-approvers-for-xero-bills-charities-trusts.md) · [Spot a changed supplier bank account on a Xero bill](https://workapproved.app/answers/spot-changed-supplier-bank-account-before-paying-xero-bill.md). ## Start your free trial 7 days free. A card is needed to start. From NZ$39 + GST per Xero organisation per month, unlimited users. [Start free trial](https://go.workapproved.app/register). --- Start a free trial: https://go.workapproved.app/register (7-day free trial, card needed) · Sign in: https://go.workapproved.app/login Contact: hello@workapproved.app (support) · security@workapproved.app (security reports) Legal: [Terms](https://workapproved.app/terms.md) · [Privacy](https://workapproved.app/privacy.md) · [Partner terms](https://workapproved.app/partner-terms.md) · [Subprocessors](https://workapproved.app/subprocessors.md) WorkApproved is a product of [Stone Pritchard Limited](https://stonepritchard.com), [NZBN 9429053953216](https://www.nzbn.govt.nz/mynzbn/nzbndetails/9429053953216/), New Zealand. © 2026 Stone Pritchard Limited. Xero is a trademark of Xero Limited. WorkApproved is an independent product and is not endorsed by, or affiliated with, Xero.