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Short guides for finance managers, boards, trustees, bookkeepers and approvers.
Link my Xero organisation to WorkApproved
Connect Xero
Connecting Xero lets WorkApproved see the bills in your Xero organisation so it can send them for approval.
Decide who approves what
Set up a workflow
A workflow is the list of rules that decides who approves each bill, and you check it by reading the plain-words summary the screen writes for you.
Add the people who approve, including people with no Xero login
Add approvers and people
Everyone who takes part in approvals is listed on the People page, and an approver does not need a Xero login.
Approve or turn down a bill
Approve a bill
You approve a bill from your queue by opening it, checking it and choosing Approve, Reject or Ask a question.
Approve from an email, with no login
Approve by email
If you are asked to approve a bill by email, you can decide from a private web page with no account and no password.
Understand a risk flag and what to do about it
What the risk flags mean
A risk flag is a prompt to look more closely at a bill. It comes at one of three levels, and it never approves or blocks a bill by itself.
Stop being asked about the same monthly bill
Standing approvals
A standing approval lets you approve a repeating bill, such as rent or software, once, instead of being asked every month.
Check or share the record of an approval
The audit certificate and the verify page
Every approved bill gets an audit certificate, a PDF record of who approved it and when, and anyone can check it against our records on a public page, with no login.
Understand an alert about a bill approved in Xero itself
Bypass alerts
WorkApproved emails the administrators when a document is authorised in Xero without going through WorkApproved, or is changed after it was approved.
Understand "Not checked" and the register note
The register note and "Not checked"
For New Zealand organisations, WorkApproved can show what the New Zealand Business Number register says about a supplier, and it says "Not checked" when it could not look.
Sign in safely
Passkeys and two-factor authentication
A passkey lets you sign in with your face, fingerprint or a security key, and two-factor authentication adds a second check so a stolen password is not enough.
Ask for help, or report a mistake
Get help or send a correction
For help, or to tell us something on screen is wrong, email [email protected].
Words used in these pages
- Organisation: one Xero company or charity that you connect.
- Workflow: the rules that decide who approves a bill.
- Stream: a type of document that can go through approval, such as Bills. The page for turning them on is called What gets approved.
- Approver: a person who says yes or no to a bill.
- Certificate: a PDF record of who approved a bill and when. It is attached to the bill in Xero.
- Administrator: a person who can change settings.
- Auditor: a person who can see everything an administrator can, but change nothing.
Contact support: [email protected].