Invoice approvals without the payment platform.
ApproveAP receives invoices, remembers how each vendor is coded, routes them to the right approvers, and gives your payor a complete record. Payments stay where they are today.
Built for finance teams that keep payments somewhere else
Trusted
Append-only records that cannot be edited or deleted.
Clear
Everyone sees where every bill stands and who it waits on.
Low-friction
Use a secure email link or require a sign-in for each approver.
Global
Designed for entities domiciled outside the US.
Who it is for
The control layer between an invoice and the person who pays it.
ApproveAP is designed for organizations that need formal AP approval without adopting another payment network.
Non-US entities
Run a clear approval process even when a payment-centered AP platform is not available to your entity.
Outside approvers
Give directors and board members a secure decision path without exposing the accounting system or bank account.
Separate payors
Hand your finance team or third-party payor the invoice, coding, and completed approval evidence.
How it works
From invoice to approved record, in four steps.
- 1
Receive and check.
Bills arrive by email or upload. ApproveAP reads the document, checks the numbers, and stops anything uncertain.
- 2
Code with memory.
See how the vendor was coded last time, use it with one click, or choose a different account and class.
- 3
The right people approve, in order.
You set who approves at each amount level. Each approver uses a secure email link or signs in, according to their policy.
- 4
Hand off with proof.
Your payor gets the completed chain and original invoice. Connected companies can post the approved bill to QuickBooks.
Coding memory
Remember the coding. Never copy the old amount.
ApproveAP remembers the accounts and classes used for a vendor's last bill. Apply them to the next invoice or keep them as a suggestion. The current document still controls the amount, and a person still sends the coding for approval.
Vendor memory
Cloud Supplies · INV-1082
Last time, Cloud Supplies was coded to Software subscriptions for General operations.
The accounts and classes can be remembered. The old invoice amount is never copied.
Approver access
A secure link when simplicity matters. A sign-in when policy requires it.
Each approver can use signed, single-use links from a digest or a full ApproveAP account. The setting follows the person, so an outside director can have a low-friction path while finance staff sign in.
Where this bill stands
A. Controller
First approver
Jul 24, 9:12 AM
ApprovedA. Director
Over $2,500
Emailed Jul 24
Waiting- 3
Board member
Over $25,000 only
Not required
Not yet reached
Audit and fraud
A record you can hand to an auditor.
Every event, written once, kept forever.
What arrived, what the AI read, who confirmed it, who approved it and when, and what the payor received. Records are append-only, so entries can be added but never edited or deleted. When an auditor asks how a bill was approved, you show them the record.
Changed banking details stop the bill.
If a known vendor's invoice suddenly shows new banking details, the bill stops before any approver sees it. Your admin verifies the change with the vendor directly, and the verification itself becomes part of the record.
Accounting handoff
Post to QuickBooks or hand the entry to your bookkeeper.
Connected companies import their accounting lists and can post the approved bill and original document to QuickBooks Online, then post the payment after it is recorded. Without a connection, the same approval record comes with a CSV laid out for QuickBooks bill entry. Both workflows are supported.
Approved to pay
3 bills
- Office Partners$3,650.00Chain complete
- Cloud Supplies$1,325.00Chain complete
- Marketing Agency$4,850.00Chain complete
See what ApproveAP remembers.
Bring one recurring invoice. We will code it, route it, and show what the next bill already knows.