Invoice Approval Workflow Software

Reduce the time spent on processing and approving invoices by 50%. Never struggle to process and pay vendors on time with ProcureDesk’s invoice approval workflow software.


Emails and Shared folders weren't made for invoice processing.

An inefficient payable process can cause you $1000s in payment delays and duplicate payments

  • +more

Every Week 10s or 100s of Approvals Need To Be Made Manually.

  • Finance team chasing employees for approvals.
  • Lack of a digital audit trail makes the audit process difficult
  • Multiple folders to track what is approved and what is pending to be approved.

Watch me approver and track approvals in real time.

  • Automated approval workflow for routing invoices for approval
  • Digital audit trail to meet your compliance needs
  • Single place to track all invoices

Here’s How To Get A Fully Personalized Invoicing Process for Your Company Here is how it works.

( We’ll Set Up Everything For You )

  • Custom Auto approval rules for supplier invoices based on your needs.
  • A complete paperless invoice approval system.
  • Training and migration included.
Step: 01

Automate your invoice approval workflow process

Streamline the AP workflow by increasing the visibility into invoices and reducing the paperwork. Say goodbye to filing cabinets and start electronically storing all invoices.

Start AP automation by setting up an AP email box and route all invoices to the AP email box.

Instruct your vendors to send all invoices to the AP email box instead of sending paper invoices by mail. It saves you time, and it saves vendor time and mailing costs.

The system reads the invoice and creates the invoice using the OCR (Optical Character Recognition) technology.

Step: 02

Setup The AP Invoice Approval Workflow

The invoice approval software automates the entire invoice approval process. Set up business rules for approval routing.

You can route separate invoices based on the approval workflow driven by amount, order contact, or the type of service that you are purchasing.

You have complete control of your invoice approval process through an automated invoice approval workflow software.

Step: 03

Automatically Route Invoices For Approval

The AP team doesn’t have to worry about emailing managers requesting invoice approvals. Save payable team time and let the system automatically route the invoices for approval based on the pre-defined business rules.

Set up an auto-coding process so that the system can automatically code vendor invoices. That enables faster invoice creation and faster invoice approval.

Provide easy access for managers so that they can approve invoices faster.

Managers can approve from any device, including email, mobile device, or using the system.

The system automatically sends approval reminders so that you don’t need to send additional invoice approval requests.

Step: 04

Reduce AP Team's Workload With Electronic Invoices

Increase AP team efficiency by moving to electronic invoices.

Suppliers don’t need to email the invoice document. We have integrated ProcureDesk with 100’s vendors who can submit digital invoices through cXML directly to ProcureDesk.

Imagine the invoices showing up in your queue, fully matched, without you lifting a finger.

Reduce human error and misplaced invoices.

Setup automation to automatically capture invoices and let the system do the 3-way and 2-way match for you. You can even define tolerances for accepting invoices variance within a certain range.

Step: 05

Setup Up Auto-Matching And Tolerance.

Stop struggling with the invoice verification process.

Forget about manually looking up purchase orders and receipts to do a 3-way match. The system automatically matches the incoming invoices with the available purchase order and receipt with auto-matchings. You get complete visibility into the matching issue through a standard report.

No receipts – no problem.

The system sends a reminder to the respective stakeholders. The employees can then confirm the receipt of the product.

Route Non PO invoices for approval and track invoice approval status within the system.

Step: 06

Automatically Sync The Invoice With Your Accounting System.

No need to enter invoices in your accounting software. We integrate with your accounting package to automatically sync and create invoices after they are approved.

Once the document is approved, the system automatically sends the invoice for payment.

We support different systems, including, QuickBooks Online, QuickBooks Desktop, Xero, Sage Intacct, and Netsuite.

Step: 07

Pay The Vendors Through Your Accounting System Or Bill.Com

Process invoices on time and pay the vendors on time using a third-party payment platform like or use your accounting system. Avoid late payment to suppliers.

Make payable department the hero of the company by saving money through early payment discounts.

Step: 08

Update The Invoice Payment Status Automatically

Automatically sync the payment status back to ProcureDesk so that all stakeholders know when the AP team has released the payment for an invoice.

You avoid the email back and forth, and stakeholders get instant visibility.

Common Questions

Start by creating the current invoice approval process flowchart. Then, review it with your team to see if any changes are required. Once the invoice process is final, use a system like ProcureDesk to set up the invoice approval workflow.

QuickBooks Online does have an approval invoice but customer invoices, but there is no workflow for vendor Bills.

Yes - Oracle NetSuite allows you to automate the invoice approval process by setting up workflow rules.

Document your requirements first, then select an invoice approval software like ProcureDesk and then setup the workflows for approvals. You can do it yourself, or our team can set that up for you.

Yes, we sync purchase orders and Bills with many systems, including QuickBooks, Xero, Sage, and Netsuite.

Yes, suppliers are automatically synced from your accounting package to ProcureDesk. You can use the scheduled process or do an on-demand import of supplier data to ProcureDesk.

Yes, we do have many small companies using ProcureDesk. Customers who create more than 50 supplier invoices per month get the best value from ProcureDesk.

Yes, After the receipt is created in ProcureDesk, you can choose to sync the receipt data.

Yes, we sync payments made by credit card as well as Checks. If you use third-party payable automation software like, then payments can also be synched from other systems. This enables you do further reduce the invoice processing cost.