ApproveThis manages your Xledger Integration approvals.

When Spreadsheets Meet Reality

Let's be real - most accounting teams didn't sign up to play email tag with project managers chasing purchase orders. Yet here we are, with finance teams stuck as human middleware between Xledger's razor-sharp automation and the messy reality of getting actual humans to approve stuff.

ApproveThis plugs directly into that gap. We're not replacing your ERP - we're giving you air traffic control for every decision that needs to happen before numbers hit Xledger's ledgers. Think of it as adding guardrails to your financial workflows without slowing down the race car.

Why This Combo Works Like Bourbon and Branch Reports

Xledger automates what happens after decisions are made. ApproveThis automates the decision-making itself. Together, they cover the full lifecycle:

• No more phantom approvals: That PO your AP team processed? Now it actually has a paper trail showing who approved it, when, and why.
• Budget guardianship: Auto-reject requests that blow through department thresholds before they ever reach accounting.

For companies scaling past 100 employees, this isn't just nice-to-have. It's what keeps the CFO from having to explain surprise expenses at board meetings.

Real-World Use Cases That Actually Matter

1. AP Teams: No More "Who Approved This?!"

Here's how a mid-sized construction company uses the integration:

When a project manager modifies a subcontractor invoice in Xledger, ApproveThis:

• Auto-creates an approval task for the regional controller
• Flags any cost overruns against project budgets
• Only updates Xledger's GL after dual signatures

Result: Their AP team cut invoice exception handling from 14 hours to 20 minutes weekly.

2. Procurement: Supplier Onboarding That Doesn't Suck

A retail chain's hack for vendor management:

New supplier request in ApproveThis →

Auto-checks Xledger for existing relationships →

Routes for legal/compliance review if flagged →

Only then creates the Xledger supplier record

Bonus: Their procurement team eliminated $240k in duplicate vendor payments last quarter.

3. Project Managers: Budgets That Actually Mean Something

A tech startup's capital approval flow:

Engineer requests dev hardware →

ApproveThis checks remaining department budget →

Auto-approves if under $5k →

Posts approved spend to Xledger project codes →

PMs get real-time budget dashboards

Outcome: 83% reduction in "miscellaneous" IT spending.

Setting This Up Without Losing Your Mind

Connect via Zapier in three steps even your least techy accountant can handle:

1. Hook Xledger's "Modified AP Transaction" trigger to ApproveThis
2. Map custom fields like project codes and approval thresholds
3. Test with a $1 invoice (because nobody wants to explain a $50k oops)

Pro tip: Use ApproveThis' calculated fields to auto-flag anything exceeding Xledger's project budget remaining balances.

Why Your Teams Will Actually Use This

For Finance:

Finally get audit trails that don't require interrogating department heads. Approval thresholds auto-enforce budget policies before spend happens.

For Operations:

No more guessing games about approval status. Real-time dashboards show exactly where requests stand.

For IT:

Zero new user accounts to manage. Approvers work through email or Slack - no new logins to support.

For External Partners:

Client needs to approve an invoice? Send it through ApproveThis without giving them access to your Xledger instance.

The Nuts and Bolts You Care About

ApproveThis plays nice with Xledger's API through Zapier without any custom code. Key technical bits:

Triggers:

- New/modified Xledger transactions → Kick off approvals

- Approval decisions → Update Xledger records

Actions:

- Auto-create suppliers/projects after green lights

- Post approved journal entries with full metadata

Security note: All connections use OAuth2 - no password sharing required.

When to Steal These Ideas

This isn't just for enterprises. If any of these sound familiar, it's time to act:

- AP keeps finding "approved" POs with no actual approval

- Project budgets magically inflate after being exceeded

- Month-end closes delayed chasing down approvers

- Auditors keep finding control gaps

Bottom line: If your financial data in Xledger doesn't match what actually got approved, you're flying blind.

Getting Started Without the BS

No "contact sales" rigmarole. Here's your playbook:

1. Grab an ApproveThis trial

2. Connect to Xledger via Zapier (takes 8 minutes)

3. Clone our pre-built approval workflows

4. Run one test approval cycle

Either you'll save 11 hours next month, or you can quietly walk away. But your AP team might hug you if it works.