How can I approve Xero Bills pulled from Hubdoc?
It’s just as easy to set up approval workflows for Bills pulled from Hubdoc or another OCR solution.
Once invoices have been pushed from Hubdoc to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows based on specific criteria for particular users in your Organisation. This way, all Invoices and Purchase Orders can be approved outside of Xero.
Both Hubdoc and ApprovalMax are pre-integrated with Xero.
A typical flow looks like this: Hubdoc > Xero > ApprovalMax > Xero.
This is how it works:
This is how you set up the Hubdoc + ApprovalMax workflow:
Once invoices have been pushed from Hubdoc to Xero, they can be approved in ApprovalMax. You can implement multi-step approval workflows based on specific criteria for particular users in your Organisation. This way, all Invoices and Purchase Orders can be approved outside of Xero.
Both Hubdoc and ApprovalMax are pre-integrated with Xero.
A typical flow looks like this: Hubdoc > Xero > ApprovalMax > Xero.
This is how it works:
- Invoices
are first scanned in
Hubdoc and then published to Xero (it’s important to publish Bills to Xero with the Awaiting Approval status because only then ApprovalMax can pull them for
approval).
- Bills with the Awaiting Approval status are
pulled to ApprovalMax. This is usually the best time to do Bill
review and coding as the Approvers will have the required business
knowledge and authority to add the appropriate account and tracking category
parameters.
- Next, a multi-step approval workflow is
initiated by ApprovalMax and approval requests are routed to the
designated Approvers. Approval routing rules are specified in the approval matrix by the Administrator. Approvers are notified about pending
approval requests by email and push notifications via the smartphone
app. Approval requests can be decided straight from the email notification,
through the web platform, and via the mobile apps.
- In every approval
step, an audit report is created with approval-related data, such as times,
dates, and Approvers' names as well as their
comments, if any.
- Once the approval workflow is completed, the approved documents are marked as Authorised in Xero and their status changes from Awaiting Approval to Awaiting Payment.
This is how you set up the Hubdoc + ApprovalMax workflow:
- Connect
Hubdoc to Xero.
- Set up
Hubdoc so that Bills are published to Xero with the status Awaiting Approval.
- Connect ApprovalMax to Xero. Now, Bills will be pulled from Xero to ApprovalMax.
- As
soon as a Bill has been approved in ApprovalMax, it will be marked as Authorised in Xero. Also, a detailed approval log will be created for audit
purposes.
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