Purchase requests, POs, and supplier invoices — approved and checked against budget before they reach Xero or QuickBooks. Invoices capture themselves with AI.
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ApprovalPro puts control before the spend, not after it.
Every dollar is requested, approved, and checked against budget before it reaches your books.
Staff raise a purchase request, with quotes attached, before anything is ordered.
Routed to the right people by amount, department, or document type. Multi-level, sequential or parallel.
The approved request becomes a purchase order in Xero or QuickBooks in one click.
Forward or upload the supplier’s invoice. AI reads it, so there’s no manual entry.
Spend is tracked against budget in real time, and the approved bill syncs to your books.
Live in a day: connect Xero or QuickBooks in one click, set who approves what, and invite your team. Approved documents post to your books. Rejected ones stay on hold.
Stop spend before it starts. Staff submit requests before anything is created in Xero or QuickBooks.
Every PO is approved before it goes to a supplier or posts to your accounting system.
Nothing gets paid without sign-off. Bills are matched to the original PO before approval.
Coming soon:
Most approval tools only see the spend when the bill arrives. ApprovalPro checks budget when the purchase is requested, while you can still say no.
Learn how budget control works →A quick walkthrough of the full approval lifecycle — purchase request to PO approval, vendor invoice approval, and sync back to Xero.
Multi-level approval chains, vendor bill approval, and real-time budget control — nothing posts to Xero unless it's approved and in budget.
Upload or forward a bill and ApprovalPro extracts the vendor, invoice number, dates, and amount automatically — ready to route for approval and sync to Xero.
Control spending across departments and locations without slowing your team down. See what’s committed before the bill arrives.
Request what you need, get a fast answer, and stop chasing approvals by email and chat.
Give your Xero and QuickBooks clients proper spend controls, with clean, pre-approved bills landing in their books.
Work with us →Every request, approval, and comment is time-stamped. Know who approved what, when, and why.
Role-based access controls who can request, approve, and post, so duties stay properly separated.
Documents flow in from Xero and QuickBooks for approval and post back once approved.
Our team is in Bali, the same time zone as Perth and a few hours from Sydney and Auckland. You’ll talk to us during your business day.
Start free. One flat rate for full approval coverage.
Multi-tier approval for a small team — no credit card required.
Approve every document type and add budget control, auto-capture, and custom routing as your workflows grow.
Xero’s built-in approval is a single step: a user with approval rights marks a bill as approved. ApprovalPro adds control before the spend happens, with purchase requests and purchase orders, multi-level approval chains, AI capture of supplier invoices, and a budget check on every request.
Yes. ApprovalPro integrates directly with both Xero and QuickBooks Online. It provides two-way sync so documents flow in for approval and post back to your accounting system once approved. You can connect multiple organisations across both platforms.
You can approve Purchase Requests, Purchase Orders, and Bills (supplier invoices) on the Free plan. The Flat Rate plan adds Journal Entries and other document types. Credit Notes, Debit Notes, Payment Requests, and Expense Claims are coming soon.
Yes. Multi-tier approval is included even on the Free plan — configure sequential or parallel approval chains with as many levels as needed. Custom routing rules by amount, department, or document type are available with the Flat Rate plan.
Yes. The Free plan is free forever and includes up to 5 users, 1 Xero or QuickBooks connection, 5 documents per month, multi-tier approval, and email notifications. No credit card required.
ApprovalPro intercepts documents before they are posted to your accounting system. No Purchase Order, Bill, or Purchase Request reaches your books without going through your configured approval workflow first. Every action is logged, creating a complete audit trail for compliance and internal controls.
Yes. You can control who can submit, review, and approve documents. Role-based access lets you separate duties and maintain proper internal controls across your organisation, ensuring the right people approve the right documents.
Yes. Bookkeepers and advisers can set up ApprovalPro for their Xero and QuickBooks clients and help them run proper spend controls. Contact us to talk about working together.
Our team, the people who build ApprovalPro. We’re based in Bali, in the same time zone as Perth and a few hours from Sydney and Auckland, so we’re available during your business day.
Questions about setup, pricing, or working with us as a bookkeeper or adviser? Send an email or use the Schedule a Meeting button to book a 30-minute call.
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Contact: Made Raka