Questions finance teams ask us.

No. ApproveAP records approvals and produces evidence. Your bills are paid the way they are paid today, usually by a third-party payor. ApproveAP gives that payor a verified record showing each bill completed its full approval chain. Nothing in the system can initiate, hold, or redirect a payment.

ApproveAP is designed for organizations that need formal accounts payable approval while payments remain with their bank, finance team, or third-party payor. The first fit is a non-US entity with outside directors or occasional approvers and a QuickBooks Online or CSV-based accounting workflow.

Usually by email. Your company gets its own ApproveAP address, and your existing vendor-facing mailbox can redirect to it automatically, so vendors keep using the address they already have. A company admin can also upload a PDF or invoice image.

Every sender is recorded, and a sender you block is always refused. Sender filtering is optional. When it is on, an unknown sender waits for an admin before the document is read. When it is off, the document goes through the same extraction, suspicious-instruction, vendor, banking-change, duplicate, and arithmetic checks as every other invoice.

They receive a digest listing the bills waiting on them, open a bill, review the invoice and frozen coding, then approve or decline it. Each approver can be configured to use signed, single-use email links or a full ApproveAP sign-in. The setting follows the person rather than the bill amount.

The extracted values are proposals tied to source evidence. Low-confidence values, suspicious instructions, duplicates, and invoices whose numbers do not add up stop for review. Companies that code in ApproveAP have an admin review the coding and send it for approval. An approvals-only company can route a clean bill automatically after the checks pass. The AI never approves or silently corrects a document.

After a bill is coded, ApproveAP remembers the accounts and classes used for that vendor. You decide whether the next bill is filled with that coding or merely shows it as a suggestion. Old invoice amounts are never copied. Amounts must come from the current invoice or be allocated by a person.

A rule your admin sets: who approves at each dollar level. A small bill might need one approver, a large one might need three, in sequence. Each approver is emailed automatically when the previous one approves. Once a bill starts its chain, later changes to the rules never affect it.

Every event: when the bill arrived, what was extracted, who confirmed it, who approved and when, and what the payor received. The records are append-only, which means entries can be added but never edited or deleted. When an auditor asks how a bill was approved, you show them the record.

The bill stops. ApproveAP keeps a history of every set of banking details it has seen for each vendor. If a known vendor's invoice shows new details, the bill is held before any approver sees it, and your admin must verify the change with the vendor directly before releasing it.

Yes, and the connection is optional. Connected companies can import their accounts, classes, locations, and vendors. When write-back is enabled, the approved bill and original document are posted after the approval chain completes, and the payment is posted after someone records that it happened. Without a connection, you can upload accounting lists and use an entry CSV arranged for the QuickBooks Online bill screen.

You choose the QuickBooks Online or CSV accounting workflow, confirm how bills are coded, add approvers, build amount-based chains, choose your sender policy, and connect your vendor mailbox to the company intake address. Vendors do not need to change how they send invoices.

Pricing is a flat monthly subscription per company, set on the demo call from your entity count and bill volume. There are no per-user or per-approval fees, so administrators, approvers, and the payor are included.