ApproveThis manages your Procys Integration approvals.

When Document Automation Meets Approval Workflows

Modern finance teams face a critical challenge: processing invoices and financial documents quickly while maintaining rigorous approval controls. Procys excels at extracting data from invoices and receipts, while ApproveThis brings structure to decision-making workflows. Together through Zapier integration, they create an automated pipeline where extracted financial data triggers tailored approval processes – without manual handoffs.

The Hidden Cost of Disconnected Systems

Consider a typical accounts payable scenario without integration:

1. An invoice arrives via email
2. Staff manually uploads it to Procys for data extraction
3. AP specialist copies amounts/vendor info into an approval email
4. Managers hunt through inboxes to approve
5. Approved data gets rekeyed into accounting software

This creates multiple failure points – missed approvals from buried emails, data entry errors during handoffs, and zero audit trails. The ApproveThis-Procys integration through Zapier eliminates these gaps by making document processing and approvals two phases of the same automated workflow.

Real-World Use Cases: Beyond Basic Automation

Use Case 1: Auto-Trigger Approvals on Invoice Extraction

How it works: When Procys finishes extracting data from an uploaded invoice, Zapier automatically creates an approval request in ApproveThis with key details (vendor name, amount, due date). The approval workflow routes to designated approvers based on conditional rules – for example, sending invoices over $5K to a senior manager while auto-approving smaller amounts.

Industry application: A manufacturing company processes 200+ supplier invoices weekly. By connecting Procys extraction to ApproveThis thresholds, they reduced approval cycle time from 48 hours to 4 hours. Accounts payable staff now focus on exception handling rather than chasing approvals.

Use Case 2: Document Version Control During Reviews

How it works: When contract revisions initiate an approval request in ApproveThis, Zapier automatically uploads the latest version to Procys. This creates an immutable audit trail of which document version was approved, preventing confusion from outdated drafts.

Industry application: A legal services firm handles client contract reviews. Previously, partners wasted hours comparing document versions. Now, every approval request in ApproveThis links to the exact Procys file version, with change tracking automatically logged.

Strategic Advantages Across Teams

For Finance Leaders

Approval thresholds in ApproveThis align with financial controls – auto-approving routine transactions while flagging exceptions. When combined with Procys' data extraction, you gain real-time visibility into cash flow impacts. For example, seeing all pending approvals that will hit next week's payment run.

For Operations Managers

Approval groups with fallback delegates ensure urgent invoices never stall because someone's OOO. If a plant manager misses a procurement approval deadline, ApproveThis automatically escalates to their designated backup while maintaining Procys' document chain of custody.

For External Partners

Vendors and clients can submit invoices directly to your Procys intake portal. ApproveThis then handles external approvals via email – suppliers get notified when their invoice clears approval without needing access to your internal systems.

Implementation Guide: Focus on What Matters

Step 1: Map your approval logic
Define thresholds (e.g., auto-approve under $1K), escalation paths, and document retention rules first. ApproveThis' calculated fields can automate decisions – like flagging invoices from non-preferred vendors regardless of amount.

Step 2: Configure Procys extraction points
Identify which document fields should trigger approvals. For invoices, you might extract vendor ID, total amount, and PO number. For contracts, key dates and termination clauses.

Step 3: Build the Zapier connection
Use the "Export Document" trigger in Procys to launch an "Create Request" action in ApproveThis. Map critical fields:
- Procys extracted amount → ApproveThis amount field
- Document URL in Procys → Reference link in approval request
- Vendor category → Approval group assignment

Why This Integration Beats Native Features

While some systems offer basic approval features, they lack the nuanced control ApproveThis provides. For example:

Scenario: A $12,000 invoice from a new vendor
ApproveThis handles:
1. Requires 2-factor approval (CFO + department head)
2. Checks against budget caps in your accounting software via Zapier
3. Automatically attaches Procys-extracted contract terms
4. Escalates after 6hrs with no response

This level of conditional logic isn't feasible in generic approval tools.

Getting Started

For teams using Procys today, start with a pilot:

1. Connect one document type (e.g., travel expense receipts)
2. Set simple approval rules (e.g., manager approval > $500)
3. Measure time saved vs manual processes

ApproveThis offers a 14-day free trial with prebuilt templates for Procys integration. Their support team provides free workflow consultations to Zapier users.

The Bottom Line

Pairing ApproveThis with Procys isn't about automating steps – it's about reinventing financial controls. When document processing and approvals work as a unified system, you gain:
- 83% faster approval cycles (based on customer benchmarks)
- 100% audit-ready documentation
- Real-time spend visibility

Ready to move beyond clunky email approvals? Start your ApproveThis trial or schedule a custom demo to see the Procys integration in action.

Explore Zapier integration docs: https://zapier.com