Approval Workflow System Implementation
Purchase orders, invoices and requests go to the right person, get chased automatically, and leave a record of who approved what
- 20+ years connecting business systems
- Works with Xero, MYOB and the systems you already use
- Fixed quote after a free chat
Approval Workflows That Don't Stall
Why move approvals out of email? Approvals that live in email stall when someone is away, and afterwards nobody can say who approved what. We set up an approval workflow system for purchase requisitions, orders, invoices and other requests: each one goes to the right person, the system chases anything that sits too long, every decision is recorded, and approved orders and invoices pass into Xero or MYOB without retyping. We have run a purchase order approval system for a retirement living provider since 2014.
Common Approval Problems
What happens when approvals run on email, paper and memory
Waiting on Approvals
Requests Go Missing
Rules Applied Unevenly
No Record of Who Approved What
What We Can Put Through Approvals
Purchasing
- Purchase requisitions
- Purchase orders
- Supplier quotes
- Spending limits by role
- Payment approvals
Orders approved before money is committed
Supplier Invoices
- Bills matched to the order
- Coding checked
- Approval by amount
- Queries back to the requester
- Ready-to-pay list
Only approved bills get paid
Staff Requests
- Expense claims
- Leave requests
- New starter requests
- Pay changes
- Policy exceptions
Less chasing for managers and the office
Documents and Changes
- Contract reviews
- Price changes
- Credit limits
- Policy updates
- Quality documents
One current version, signed off
What You Get
Goes to the Right Person
- Limits by amount
- Rules by department or job
- A second approver for big items
- A backup when someone is away
Approve From Anywhere
- Works on any phone
- Email notifications
- Attachments in view
- Approve or reject with a comment
Into Xero or MYOB
- No retyping
- Coded to your accounts
- Checked before it’s sent
- Problems flagged to a person
See What’s Waiting
- Requests waiting by person
- Automatic reminders
- Full approval history
- Reports for audit
Which Tool Fits
ApprovalMax
Ready-made approvals for Xero and MYOB bills, purchase orders and payments
- Works with Xero and MYOB
- Multi-step approvals
- Quick to set up
- Full approval history
Microsoft Power Automate
Approval flows in Teams and Outlook, if your business already works in Microsoft tools
- Teams and Outlook approvals
- Built from ready-made parts
- Forms and lists
- Connects to other systems
ERPNext
Approval workflows built into ERPNext, running purchasing and stock alongside Xero or MYOB
- Purchasing and stock
- Approval steps you can change
- Open source
- Keeps Xero/MYOB for accounts
Built for You
A custom approval system, when your rules or other systems are more than a ready-made product can handle
- Fits your exact rules
- Connects to your other systems
- Any approval steps you need
- You own it
How to Start
Start With One Process
Recommended startUsually purchase orders or supplier invoices. Get it working well, then decide what comes next.
One approval process
One Team at a Time
Once the first one worksAll the approvals one team or department needs, set up together
One team or department
Across the Business
Step by stepApproval workflows across every team, one process at a time
Whole business
Examples by Industry
Common approvals:
- Purchase orders against a job
- Subcontractor invoices
- Variations
- Plant and equipment hire
Why it matters: Costs land on the right job before the invoice arrives
Common approvals:
- Purchases across several sites
- Maintenance requests
- Equipment purchases
- Policy changes
Why it matters: Site managers approve on the go, head office sees everything
Common approvals:
- Raw material orders
- Quality exceptions
- Engineering changes
- New supplier set-up
Why it matters: Changes signed off by the right person before they reach the floor
Common approvals:
- Expense claims
- Disbursements
- Write-offs
- New client set-up
Why it matters: Partners approve quickly, with the history kept for the auditor
Small, Australian and Straight-Talking
We're a small consultancy with over 20 years of experience helping Australian businesses fix how their systems work together. If a ready-made approvals app will do the job, we'll tell you. If it won't, we'll tell you why.
Approvals Stuck in Email?
Tell us what needs approving, who approves it and where it ends up. We'll tell you what a proper approval workflow would look like and what it involves.
Free initial chat. No sales pressure - if we're not the right fit, we'll say so.
Prefer to talk? Call 1300 470 091
Got a spec or files? Email [email protected]