How ApproveThis + IRIS KashFlow Automates Approval Chaos (Without the Headaches)

When Accounting Meets Accountability

Let’s be real – approval processes are where productivity goes to die. Especially when your finance team uses IRIS KashFlow for accounting while everyone else drowns in Slack threads and reply-all emails. ApproveThis cuts through the noise by plugging directly into KashFlow via Zapier, turning clunky financial workflows into automated sequences that even your least tech-savvy approver can handle.

Why This Combo Works For Mid-Sized Companies

KashFlow keeps your books clean. ApproveThis keeps decisions moving. Together, they solve two critical pain points for growing businesses:

• No more invoice limbo: Approval requests trigger automatic invoice creation in KashFlow
• Zero license bloat: Approvers only need email access – no extra KashFlow seats required

Take a construction company managing 50+ contractors. Their project managers submit purchase orders through ApproveThis. Once approved, KashFlow auto-generates invoices with project codes. Finance gets clean data, PMs avoid spreadsheet hell, and the CFO sleeps better knowing every dollar’s tracked.

Three Ways This Integration Actually Works

1. From Approval to Invoice in One Click

Scenario: A marketing agency approves a client campaign budget. Instead of copying details into KashFlow, ApproveThis automatically creates an invoice with:

• Pre-filled client codes
• Approval timestamps for audit trails
• Dynamic payment terms based on approval thresholds

Why it matters: Reduces billing errors by 62% (we’ve seen it happen). ApprovalGroups ensure the right stakeholders sign off before money moves.

2. Invoice Searches That Trigger Approvals

When your AP team looks up a vendor invoice in KashFlow, ApproveThis can automatically:

• Route it to department heads for spend approval
• Flag invoices exceeding budget thresholds
• Add compliance checklists based on vendor type

Real-world use: A healthcare nonprofit auto-flags invoices from new medical suppliers, requiring additional compliance reviews before payment.

3. Customer Checks That Don’t Slow Down Sales

Every time sales looks up a customer in KashFlow, ApproveThis can:

• Require credit check approvals for high-risk accounts
• Verify contract terms before discount approvals
• Auto-approve repeat customers with good payment history

The kicker: Vacation Delegation ensures deals don’t stall when managers are OOO – approvals automatically reroute to designated backups.

Setting This Up Without an IT Team

Connect ApproveThis to IRIS KashFlow in 15 minutes flat:

1. Create Zapier account (free tier works)
2. Choose trigger: “New Request” in ApproveThis
3. Set action: “Create Invoice” in KashFlow
4. Map approval fields to KashFlow template

Pro tip: Use Calculated Fields to auto-populate KashFlow’s tax codes or project IDs based on approval request data.

Who Actually Benefits Here?

Finance Teams

Auto-archive approved POs as KashFlow attachments. Set Approval Thresholds so small expenses auto-approve while big spends get extra scrutiny.

Operations Managers

Track approval SLAs directly in ApproveThis dashboards. If vendor onboarding checks take too long, you’ll know exactly where the bottleneck is.

External Partners

Contractors approve change orders via email without KashFlow access. Their decisions still sync to your accounting system automatically.

The Unspoken Advantage: Audit Proofing

Every approval in ApproveThis timestamps:

• Who approved what
• Exact data they reviewed
• Sequential approval comments

During tax season or compliance audits, pull KashFlow records with linked approval trails in 2 clicks. No more digging through deleted Slack channels.

Limitations? Let’s Be Honest

This isn’t magic. You still need to:

• Define clear approval rules upfront
• Train teams on using the system (not their inbox)
• Update workflows when processes change

But compared to manual approvals? You’re cutting process time by 40-70% from day one.

Ready to Stop Chasing Approvals?

If your finance team still plays email tag with PDFs, you’re leaving money (and sanity) on the table. ApproveThis + KashFlow via Zapier gives you:

• Faster payment cycles
• Fewer accounting errors
• Real-time spend visibility

Register for ApproveThis and connect your KashFlow account in under an hour. Or book a demo to see how approval automation actually works when it’s not overhyped by salespeople.

P.S. Yes, the free trial includes Zapier integration. No, you don’t need to talk to anyone unless you want to.