Automate 90% of approvals. Route the rest instantly.
Built for Controllers and CFOs tired of AP spending its day tracking down signatures. Set the rules once, by amount, department, category, or vendor, and most requests approve themselves.
Trusted by finance teams at 500+ companies to keep approvals moving without a single email chain.
Drag the slider — this mirrors real limits: Manager under $5,000, Director to $25,000, VP unlimited.
Trusted by finance teams at
What is an approval workflow? An approval workflow is the set of rules that decide who needs to sign off on a purchase request or invoice, and in what order, before it moves forward.
ProcureDesk routes each request automatically based on amount, department, category, or vendor, and escalates it to a backup approver if nobody responds in time.
Right now, AP is spending its day tracking down a signature.
Most AP teams spend most of their day chasing approvals, one email or phone call at a time.
AP tracks down approvals by hand
Every request gets assigned and chased manually, one email or phone call at a time, instead of routing itself.
One unavailable approver blocks everything
An approver is out, or just slow to respond, and a routine purchase sits waiting with nobody watching the clock.
Nobody can see where approvals get stuck
Without cycle-time data, you can't tell whether a slow approval is one manager's habit or a process problem.
Scattered approvals vs. one workflow — the difference is who's chasing whom.
Scattered — multiple platforms, no context
- ✕Approvals split across multiple platforms and email threads
- ✕Requests approved from a forwarded email, no supporting detail
- ✕Budget limits that can be bypassed if nobody checks first
- ✕Every request routed and assigned manually
- ✕Overdue approvals sit until someone follows up by hand
One workflow — automatic and accountable
- ✓One system — POs, invoices, and budgets in the same workflow
- ✓Every approval tied to full request detail and documents
- ✓Budget checked automatically before every approval, no bypass
- ✓Most requests route and approve automatically by your rules
- ✓Overdue approvals auto-escalate to a backup approver
From request to approved — most of it without a human.
We set it up. Your team just starts using it.
Set the rules
Define approval limits by amount, department, category, or vendor, once.
Requests route automatically
Most requests check against budget and approve themselves; the rest go straight to the right approver.
Escalate if nobody responds
An overdue approval automatically moves to a backup approver, so nothing sits waiting on one person.
Same job. Very different process.
| Category | Manual approval routing | ProcureDesk |
|---|---|---|
| Routing | Assigned by hand, over email | Automatic, by amount, department, or vendor |
| Context | A forwarded email, no detail | Full request detail and documents attached |
| Budget check | Easy to bypass or skip | Checked automatically, every time |
| Unavailable approver | Request sits until followed up | Auto-escalates to a backup approver |
| Visibility | No data on where things get stuck | Cycle times and bottlenecks tracked live |
Finance teams who stopped chasing signatures.
"We used to have 200 invoices sitting there waiting for approval, monthly. ProcureDesk wiped one of our biggest headaches. Immediately."
"The PO-matching feature auto-codes right into our invoices. Time I used to spend reconciling, I now spend on actual analysis."
"We wanted to improve efficiency, reduce mistakes, and get our management teams involved in the purchase approval process — to free up my time and shift accountability downstream."
Frequently asked questions about approvals.
01Can I customize approval workflows by department or purchase type?
Yes. Set rules by amount, department, category, vendor, or project — IT purchases might need IT and finance sign-off, while office supplies under $500 only need a manager's approval.
02Can approvers approve from their mobile devices?
Yes, through the mobile app or a mobile-optimized web interface. Approvers get push and email alerts, review supporting documents, and approve or reject directly from their phone.
03What happens if an approver is unavailable or doesn't respond in time?
Smart escalation handles it. Set a time limit per step (e.g. 24 hours for routine, 4 hours for urgent), and an overdue approval routes automatically to a backup approver.
04Can I set different approval limits for different managers or departments?
Yes. For example, managers might approve up to $5,000, directors up to $25,000, and VPs have unlimited authority — with category-specific limits layered on top.
05Can I require multiple approvals for certain purchases?
Yes, both sequential and parallel workflows are supported — a high-value purchase might need a department manager and finance, triggered automatically by amount or category.
06How does the system handle urgent or emergency requests?
Priority levels trigger faster notifications and shorter escalation windows. Emergency purchases can bypass certain steps while keeping a full audit trail and logging the override.
07How do I track approval workflow performance?
Analytics show average approval times, bottlenecks, overdue requests, and individual approver performance, so you can see exactly where things slow down.
08What happens if there's a discrepancy during approval?
Approvers reject with comments explaining what's needed. The request routes back to the requester, tracks revision history, and requires re-approval after changes.
Keep control of every purchase, start to finish.
Purchase Order Software →
GuideAP Invoice Approval Process →
GuideHow to Create a Purchase Order →
The PO-Before-Invoice Rule
The finance playbook for catching every purchase before the invoice arrives — not after.
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