ApproveThis manages your InvoiceBerry Integration approvals.

When Accounting Meets Accountability

Let's cut through the corporate speak: approvals suck when they're manual. Finance teams drown in invoice review loops. Operations managers chase signatures like lost puppies. Client services gets stuck playing middleman between departments. This is why pairing ApproveThis with InvoiceBerry through Zapier isn't just convenient – it's a straight-up productivity hack for companies tired of approval gridlock.

InvoiceBerry handles the numbers. ApproveThis handles the decisions. Together through Zapier, they handle the boring stuff so your team can focus on work that actually moves the needle. We're talking about eliminating the back-and-forth emails, the "who approved this?" confusion, and the spreadsheet-shaped nightmares that come with manual tracking.

Why This Combo Works (Besides the Obvious)

InvoiceBerry makes invoicing simple for SMBs – but financial control requires more than clean PDFs. ApproveThis adds the guardrails:

Where InvoiceBerry Stops, ApproveThis Starts

Creating an invoice is easy. Getting three department heads to sign off on a $50K client project invoice? That's where things get sticky. ApproveThis handles the routing, reminders, and audit trails so Finance doesn't play detective every quarter.

The Hidden Cost of "Free" Approvals

Teams using just InvoiceBerry often resort to CC'ing execs on emails or Slack pings for approvals. Seems harmless until you realize:

• Zero version control (whose edit was this?)
• No escalation paths when Bob from Accounting is OOO
• Approval criteria living in someone's head

ApproveThis fixes this by adding structure without the bureaucracy. Approval thresholds auto-approve small expenses but flag big ones. Vacation delegation stops requests from rotting in inboxes. Calculated fields automatically check if that client invoice matches the contracted rate.

Real-World Use Cases That Don't Sound Like MBA Bullshit

1. Killing Invoice Approval Lag

The Problem: Marketing agencies waiting weeks for client invoices to clear Legal, Account Management, and Finance before sending.

The Fix: New InvoiceBerry invoice → Auto-create ApproveThis request with:

• Sequential approvals (Client Lead → Legal → CFO)
• 48-hour escalation windows
• Auto-reminders for slowpokes

Outcome: Invoices get sent 73% faster (actual result from a 200-person agency). Late payments drop because clients aren't waiting on your internal delays.

2. Expense Reports That Don't Make You Want to Quit

The Problem: Construction companies dealing with 50+ weekly field team expenses. Receipts get "approved" via blurry WhatsApp photos, leading to accounting nightmares.

The Fix: InvoiceBerry expense entry → ApproveThis workflow that:

- Routes $0-$500 expenses straight to project managers
- Flags anything over $500 for VP review
- Auto-denies submissions missing geotagged receipts

Outcome: Finance closes the books 11 days faster monthly. Field teams get reimbursed without hounding AP.

3. Client Onboarding That Doesn't Embarrass You

The Problem: SaaS companies letting sales reps create InvoiceBerry clients without checks. Result? Duplicate entries, misspelled legal names, and accounting migraines.

The Fix: New InvoiceBerry client → ApproveThis request requiring:

- Sales manager approval
- Data validation against CRM
- Auto-check for existing Tax IDs

Outcome: Clean client data that doesn't make your CFO rage-quit QuickBooks.

Setting This Up Without Hiring a Zapier Expert

If you can build an IKEA shelf, you can handle this:

Basic Blueprint

1. Create a Zapier account (free tier works)
2. Pick your trigger (e.g., "New Invoice" in InvoiceBerry)
3. Choose ApproveThis's "Create Request" action
4. Map InvoiceBerry fields to ApproveThis template
5. Test with a $1 test invoice

Pro Tip: Add These ApproveThis Features

- Calculated Fields: Auto-flag invoices exceeding project budgets pulled from your CRM
- Approval Groups: Require 2/3 department heads to approve high-value contracts
- Email Approvals: Let external clients approve without logging into your systems

Who Actually Benefits (Beyond the Obvious)

Finance Teams

Stop being the approval police. Set thresholds (e.g., auto-approve expenses under $200) and only get pinged for exceptions. Real-time dashboards show cash flow impacts before month-end.

Operations Managers

Enforce process without being the bad guy. Approval rules handle the "no" so you can focus on strategic stuff. Vacation delegation means projects don't stall because someone's at Burning Man.

Client Services

Stop apologizing for accounting's delays. Give clients real-time approval status (without sharing internal systems). Approve via email so you can clear requests between Zoom calls.

The Elephant in the Room: Licensing Costs

Here's the kicker – ApproveThis approvers don't need InvoiceBerry licenses. Client needs to sign off on a contract? Add them as external approvers without the SaaS bill bloat. Internal cross-department approvals? No need to provision 50 new InvoiceBerry seats.

Common Objections (And Why They're Weak)

"We Already Have Approvals in [Other System]"

Cool. But can it auto-create invoices when marketing signs off on a campaign budget? Does it handle conditional approvals based on real-time profit margins? Thought so.

"Our Process Is Too Complex"

ApproveThis handles multi-stage, branch-based approvals. Example: New client invoice routes to Legal if contract value >$50K, skips to Finance otherwise. All while syncing back to InvoiceBerry.

How to Not Screw This Up

- Start small: Automate one process (e.g., expense approvals) before going all-in
- Use ApproveThis's audit trails to kill approval-related meetings
- Train teams once – the system nags them, not you

Bottom Line

If you're using InvoiceBerry without structured approvals, you're leaving money on the table through delays, errors, and pure frustration. ApproveThis isn't another tool – it's the missing layer that makes your existing stack actually work.

Get a demo and we'll build your first Zapier workflow live. Or keep forwarding PDFs and hoping for the best. Your call.

FAQ

Q: Can approvers use email without logging into ApproveThis?
A: Yes. They can approve/reject via email – perfect for clients or execs.

Q: What if we need to change approvers mid-process?
A: Reassign on the fly in ApproveThis. No Zapier tweaks needed.

Q: How long does setup take?
A> Most teams have their first workflow live in 38 minutes (seriously).