Expense claim submission
When staff submit an expense claim, they see the budget check before sending it for approval.
Budget Control for Xero and QuickBooks
See the budget before you approve the spend. ApprovalPro checks expense claims, vendor bills, and purchase requests against budget, so overspending is caught early.
What is budget control?
Budget control means checking spend against a set budget before it’s approved.
Most teams only find out they’ve gone over budget at month end, when the money is already spent. ApprovalPro puts a budget check on the document itself, so the person submitting and the person approving can both see whether there’s room in the budget.
Where the budget check appears
A budget checking section shows up on three types of documents.
Vendor bill
Each vendor bill is checked against budget, so approvers know the impact before it goes to Xero or QuickBooks.
Purchase request
Purchase requests are checked before any money is committed, while there’s still time to say no.
How it works
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Set your budget
Set the budget for each account or department.
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Submit
Staff submit an expense claim, vendor bill, or purchase request.
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Check
The budget check shows whether the spend fits within budget.
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Approve
Approvers decide with the budget in front of them. Approved documents sync to your books.
See budget checking in action
Watch an expense receipt get captured, checked against budget, and approved before it syncs to Xero.
Budget control FAQ
Budget control means checking spend against a set budget before it’s approved, so you can stop overspending instead of finding it at month end.
On expense claim submissions, vendor bills, and purchase requests. Submitters and approvers both see it.
Yes. ApprovalPro works with both Xero and QuickBooks Online. Approved documents sync back to your books.
Budget checking is part of the Flat Rate plan at $49 per month.