ApproveThis manages your QuickFile Integration approvals.

When Accounting Meets Approval Automation

Let’s be real – nobody got into business to chase down invoice approvals or play detective with client onboarding paperwork. Yet here we are. QuickFile keeps your UK-based finances tidy, while ApproveThis slaps structure on your approval free-for-alls. Together? They’re like that organized friend who actually enjoys fixing your spreadsheet formulas.

QuickFile handles the numbers. ApproveThis handles the “Hey, can you approve this?” ping-pong. Connect them through Zapier, and you’ve got a system where financial triggers automatically launch approval workflows – no copy-pasting, no missed emails, no “I thought YOU were handling that.”

Why This Combo Works for 50-5,000 Person Companies

Mid-sized businesses get squeezed hardest by approval bottlenecks. Too big for everyone to just yell across the office, too small for enterprise ERP systems. Here’s where stitching QuickFile to ApproveThis hits different:

Money Moves Faster Without Risk

ApproveThis’ calculated fields automatically flag invoices that exceed budget thresholds. Your QuickFile data determines who needs to approve what – junior accountant for small spends, CFO for big ones. No more $20k payments slipping through because someone used the wrong email thread.

Client Onboarding That Doesn’t Embarrass You

New QuickFile client entry? That auto-triggers compliance checks in ApproveThis. Sales says “approved” client – legal actually approves the contract terms. All before accounting starts processing. Makes you look like you’ve got your act together (even if you don’t).

Three Ways This Integration Actually Gets Used

1. Invoice Approvals That Don’t Require Begging

The Setup: New QuickFile invoice → Auto-create ApproveThis request with amount + vendor details.

Who Cares: Marketing agencies approving influencer payments. Construction firms okaying material purchases. Basically any team where “I NEED THIS APPROVED TODAY” is a recurring email subject.

Secret Sauce: ApproveThis’ approval thresholds auto-approve small recurring invoices (like your monthly SaaS tools) while flagging unusual spends. Finance leads only get pinged when it matters.

2. Client Vetting That Avoids Tire Kickers

The Flow: New ApproveThis client request → Auto-create draft QuickFile client if approved.

Real-World Use: Consultancies who want legal to review NDAs before adding clients to billing systems. IT firms that require security sign-off on new vendor access.

Why It’s Clever: Approvers don’t need QuickFile logins. External counsel approves contracts via email, then accounting magically gets the green light to onboard.

3. Purchase Orders That Respect Budgets

The Magic: QuickFile inventory purchase → ApproveThis checks remaining budget → Auto-approve/deny based on real numbers.

For Teams Like: Manufacturing procurement, event planners managing vendor deposits, anyone tired of “But I SWEAR we had budget for this!”

Pro Move: Pair with ApproveThis’ vacation delegation so approvers out-of-office don’t bottleneck urgent orders.

Setting This Up Without Losing Your Mind

Zapier’s the glue here. No coding, just connect-the-dots:

1. Pick your trigger (New QuickFile Invoice, Client, etc.)
2. Choose ApproveThis’ “Create Request” action
3. Map QuickFile data to approval fields (amounts, dates, notes)
4. Test with a £1 test invoice before going live

Pro tip: Use ApproveThis’ conditional logic to route UK vs. international client approvals differently. Because brexit paperwork deserves its own special hell.

Which Teams Stop Hating Their Jobs

Finance Teams

AP clerks save 3+ hours weekly chasing signatures. Controllers sleep better knowing high-risk approvals require multi-person signoff. All because QuickFile invoices talk directly to ApproveThis’ rules.

Operations Managers

New client onboarding drops from 10 chaotic days to 3 structured steps. Procurement actually follows the damn approval matrix because it’s automated. Plus, everything’s auditable when the ICO comes knocking.

Project Leaders

Know exactly when client contracts clear legal to start work. Track budget approvals in real-time without spreadsheet archaeology. Basically run projects like you’ve got a competent EA.

But Wait – There’s Actual Features Involved

This isn’t just “get an email when something happens.” ApproveThis brings:

• Approval Groups: Require 2/3 department heads to approve large spends
• Auto-Escalation: Stuck approval? Bumps to CFO after 48hrs
• Calculated Fields: Auto-apply VAT rules before approval

All while letting approvers use email instead of another login. Critical when dealing with external partners who won’t adopt your tools.

Common “Wait, Really?” Questions

“Do approvers need QuickFile access?”
Nope. ApproveThis handles the whole process via email or its portal. Keep your accounting logins limited like a good security hawk.

“What if our approval rules change seasonally?”
ApproveThis lets you clone workflows. Q4 holiday budget rules get swapped in November, then revert automatically in January. No IT tickets required.

How This Scales Without Breaking

Start with one workflow – maybe invoice approvals. Once that’s humming, add client onboarding or budget change requests. Since everything’s permission-based:

• Regional managers only approve their location’s spends
• Legal only sees contracts needing review
• Execs only get involved when thresholds are hit

Grows as you do, without becoming another “tool we bought and never use.”

Ready to Stop Being an Approval Janitor?

ApproveThis isn’t another app to manage. It’s the system that makes QuickFile data actually drive decisions. Less chasing, more doing the work that matters.

Get your free account and connect it to QuickFile in about the time it takes to brew a cuppa. Or book a demo to see how approval thresholds can keep your team from overspending like footballers on payday.