ApproveThis manages your BizPay Integration approvals.

When Expense Management Meets Approval Automation

Let’s be real – nobody got into business to chase down approvals. Yet here we are, with finance teams playing detective on expense reports and department heads drowning in Slack pings for sign-offs. That’s where pairing ApproveThis with BizPay turns a necessary evil into something that actually works.

BizPay handles the money moves – corporate cards, expense tracking, real-time visibility. ApproveThis owns the decision layer – routing requests, enforcing rules, documenting approvals. Together through Zapier, they create an airtight system where expenses get reviewed by the right people, policies get enforced automatically, and finance teams stop playing approval whack-a-mole.

Why This Combo Hits Different

Most accounting tools make you choose between control and speed. BizPay gives real-time spend visibility but doesn’t handle the human decision layer. ApproveThis automates approvals but doesn’t touch your actual cash flow. Together? You get policy enforcement that’s actually enforceable.

For Finance Teams

Auto-reject expenses that bypass approval chains. Set thresholds where anything over $5k needs CFO eyes. Get automatic audit trails showing who approved what – no more “I never saw that invoice” excuses.

For Department Heads

Your team submits expenses through BizPay like normal. ApproveThis silently routes them through compliance checks and stakeholder approvals behind the scenes. No more herding executives to click “approve” – they get nudged via email and can greenlight things in two clicks.

For Operations

When BizPay detects a recurring expense (like SaaS subscriptions), ApproveThis can auto-route renewals for review 60 days out. No surprise charges. No expired tools because someone forgot to re-approve.

Real-World Scenarios That Don’t Suck

The Marketing Agency Shitshow Fix

Scenario: Your 200-person agency has client teams racking up BizPay card charges daily. Finance needs to verify expenses against client contracts, but chasing down project leads burns 15 hours/week.

Fix: Connect BizPay to ApproveThis so every expense over $500 triggers:

• Auto-check against client budget caps in your CRM
• Immediate routing to the project lead + accounting
• Automatic rejection if it exceeds SOW limits

Approvers get clear context: “This $600 Facebook ad spend is for Client X’s Q3 campaign, currently $12k under budget.” No back-and-forth. No spreadsheets.

Manufacturing Company’s Supply Chain Hack

Scenario: Your procurement team uses BizPay for raw material orders. Suppliers keep changing payment terms, causing accounting headaches.

Fix: Auto-flag any BizPay transaction where:

• Payment terms exceed net-30
• Unit costs rise >10% from last order

ApproveThis routes exceptions to purchasing managers with comparison data. Approved changes sync back to BizPay automatically. AP stops getting blindsided by term changes.

Under-the-Hood Wins You’ll Actually Care About

Approval Chains That Don’t Break

ApproveThis’ vacation delegation means when your CFO is skiing in Aspen, expenses route to their deputy automatically. No more holding up urgent payments because someone’s OOO.

Client-Friendly Approvals

Working with external partners? Add them as approvers without buying BizPay seats. They get email/SMS approvals with branded context. Their “yes” triggers payment in BizPay without exposing your financials.

Dynamic Policy Enforcement

ApproveThis’ calculated fields let you set smart rules like:

“If total monthly cloud costs exceed $15k, require CTO approval”
“Auto-approve office supply orders under $200 if under department budget”

These live-update as spend happens in BizPay – no manual checks needed.

Setting This Up Without the Usual Hassle

Using Zapier, you’ll:

1. Connect BizPay to Zapier (takes 2 minutes – BizPay’s docs walk you through)
2. Choose triggers like “New Expense” or “Wallet Funding”
3. Map key data points to ApproveThis – amount, vendor, project codes
4. Set approval rules and routes in ApproveThis’ no-code builder

Pro tip: Start with one process – say, travel expenses over $1k. Nail that, then expand to other spend categories.

Who Benefits Beyond Finance?

HR & People Ops

Auto-approve recurring expenses like payroll software renewals, but flag unusual items (e.g., sudden increase in background check costs).

IT Teams

Route all SaaS purchases through ApproveThis to check for existing licenses. Deny duplicate tools automatically.

Legal

Any BizPay vendor payment requiring contract compliance gets auto-routed to legal. They see the contract terms and expense context side-by-side.

The Bottom Line for Scaling Companies

If you’re between 50-5k employees, manual approvals aren’t just annoying – they’re a liability. Missed policy violations. Slow payments burning vendor trust. Audit nightmares.

ApproveThis + BizPay via Zapier lets you:

- Enforce spend policies without micromanaging
- Give real autonomy to departments while keeping guardrails
- Turn month-end close from a 10-day scramble to a 3-day process

It’s not about eliminating approvals – it’s about making them matter. Less rubber-stamping, more actual governance.

Next Steps for Sane Approvals

If you’re using BizPay but still:

- Have AP staff manually checking expense reports
- Deal with “I didn’t approve that!” disputes
- Lack clear visibility into approval bottlenecks

...it’s time to fix the plumbing. Get started with ApproveThis – free trial, no credit card. Or book a 15-minute demo to see real client workflows.

Pro tip: Bring your nastiest approval headache. We’ll show you how to automate it.