Knowledge Base ApprovalMax ApprovalMax for Xero Bill review and approval

            How can I approve Xero Bills pulled from Receipt Bank?

            It’s just as easy to set up approval workflows for Bills that are pulled from Receipt Bank or another OCR solution.

            Once invoices have been pushed from Receipt Bank 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 Receipt Bank and ApprovalMax are pre-integrated with Xero. A typical flow looks like this:  Receipt Bank  > Xero > ApprovalMax > Xero. 

            This is how it works: 
            1. Invoices are first scanned in Receipt Bank and then published to Xero (in either "Draft" or "Awaiting approval" status — this is set up in Receipt Bank).
            2. If they are published as "Draft", an accountant needs to click on "Submit for approval" in Xero for ApprovalMax to pick them up.
            3. If they are published as "Awaiting approval", ApprovalMax will automatically pick them up within 30 minutes and start the pre-defined approval workflow for them. 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.
            4. 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.
            5. 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.
            6. 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".

            In this blog post you'll find more on this topic.    

            This is how you set up the Receipt Bank + ApprovalMax workflow:
            1. Connect Receipt Bank to Xero.
            2. Set up Receipt Bank so that Bills are published to Xero with the status "Awaiting approval".
            3. Connect ApprovalMax to Xero. Now, Bills will be pulled from Xero to ApprovalMax every 30 minutes.
            4. 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.

            Updated: 27 Mar 2019 08:09 PM
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