Introducing ApprovalPro.ai: Smart Approval Workflows for Xero and QuickBooks

ApprovalPro.ai

- 3 minutes read - 511 words

Managing finances in a growing business is hard enough without chasing approvals over email, Slack, or sticky notes. One missed sign-off can mean an unauthorised payment, a compliance headache, or an awkward conversation with a client.

That’s why we built ApprovalPro.ai.

What is ApprovalPro.ai?

ApprovalPro.ai is an approval workflow tool built specifically for teams using Xero or QuickBooks. It sits alongside your existing accounting software and adds a structured, automated approval layer — so nothing gets paid, posted, or processed without the right people signing off first.

No more forwarding invoices by email. No more chasing your manager on Slack. No more wondering whether that bill was actually approved.

The Problem We Solve

If you use Xero or QuickBooks, you already have a great accounting platform. But those platforms are built for bookkeepers and accountants — not for managing who can approve what, and when.

Most teams end up patching things together:

  • Email threads to get approval on a bill
  • Spreadsheets to track what’s been signed off
  • Manual checks before processing a payment

It’s slow, error-prone, and leaves no audit trail. When something goes wrong, it’s nearly impossible to trace back who approved what.

How ApprovalPro.ai Works

ApprovalPro.ai connects directly to your Xero or QuickBooks account. Once connected, you can define approval workflows that match how your business actually operates:

  1. Set your rules — Define which transactions require approval: bills, purchase orders, expenses, credit notes, or any combination.
  2. Assign approvers — Route requests to the right person based on amount, category, supplier, or department.
  3. Approve in seconds — Approvers get notified and can approve or reject with a single click — from any device.
  4. Sync back automatically — Once approved, the transaction is updated in Xero or QuickBooks automatically. No double entry.

Every action is logged, giving you a full audit trail for compliance and reporting.

Who is it for?

ApprovalPro.ai is built for:

  • SMBs that have outgrown informal approval processes
  • Finance teams that want visibility and control without slowing down the business
  • CFOs and controllers who need audit-ready records
  • Bookkeepers and accountants managing clients who need structured sign-off processes

Whether you have 5 employees or 500, if money is moving through Xero or QuickBooks, you need a proper approval process.

Why ApprovalPro.ai?

There are generic workflow tools out there, but they’re not built for accounting. They don’t understand the context of a bill or a payment run. They require complex setup and don’t sync back to your accounting software cleanly.

ApprovalPro.ai is different:

  • Purpose-built for Xero and QuickBooks users
  • Zero manual data entry — everything syncs both ways
  • Fast to set up — get your first workflow running in minutes
  • Full audit trail — every approval, rejection, and comment is recorded

Get Started

We’re live and accepting early users. If you’re tired of managing approvals over email and want a cleaner, faster process that works with your existing accounting stack, we’d love to have you on board.

Try ApprovalPro.ai free →

Questions? Drop us a line — we’re happy to walk you through how ApprovalPro.ai can work for your team.