ApproveThis manages your Billit.io Integration approvals.

Why Bother Connecting Your Billing and Approval Systems?

Let's cut to the chase: if your finance team is still chasing down approvals via email threads or Slack pings every time an invoice drops into Billit.io, you're wasting time you don't have. ApproveThis and Billit.io solve different problems - one handles the money moves, the other handles the "yes/no" decisions - but together? They're like a well-oiled machine that stops bottlenecks before they happen.

ApproveThis doesn't just rubber-stamp requests. It automates who needs to approve what, based on rules you set. Billit.io keeps your billing clean. Connect them through Zapier, and you've got a system where invoices trigger approvals automatically, approvals trigger customer or product updates in Billit.io, and nobody's stuck playing middleman.

What Happens When You Stop Using Duct Tape Solutions

Most companies between 50-5k employees outgrow manual processes but don't have time to build custom tools. That's where this integration shines:

• Finance teams get invoices approved faster because approvers don't need to log into Billit.io (more on that later).
• Operations stops playing phone tag between departments when invoices need revisions.
• External clients can approve estimates or contracts without getting access to your billing system.

Real example: A marketing agency uses this setup to auto-route vendor invoices from Billit.io to ApproveThis. If an invoice exceeds $5k, it goes to the CFO. Under that? Team lead approves via email. No back-and-forth. Payments go out 3 days faster on average.

Billit.io vs. ApproveThis: What Each Does (And Doesn't Do)

Billit.io is your billing command center - create invoices, track payments, manage customers. But its approval features? Basic. You can set statuses, but not multi-step workflows or conditional logic. That's where ApproveThis comes in.

ApproveThis handles the messy human stuff:

• Auto-reassign approvals if someone's OOO
• Require 2/3 managers to sign off on high-risk contracts
• Calculate approval thresholds (e.g., "Escalate if invoice exceeds Q2 budget")

Together, they cover the full cycle: Billit.io records the transaction, ApproveThis manages the decision-making. No overlap, just handoffs.

Use Cases That Actually Matter (No Fluff)

1. Invoice Approvals That Don't Require a PhD in Follow-Ups

The problem: New invoices in Billit.io sit idle because approvers miss notifications or get stuck in endless "Did you see that?" loops.

The fix: Zapier triggers an ApproveThis workflow the second an invoice is created. Approvers get an email with key details (amount, vendor, due date). They click approve/reject - no Billit.io login needed. Approved? Invoice status updates automatically in Billit.io. Denied? Comments sync back so the creator knows why.

Who uses this: SaaS companies with recurring client invoices. If a client's project hits 80% of their budget, ApproveThis can auto-flag it for PM review before the next invoice generates.

2. Customer Onboarding Without the Data Entry Hangover

The problem: New clients get approved (yay!), but their info gets stuck in PDFs or emails instead of flowing into Billit.io.

The fix: When a sales contract gets approved in ApproveThis, Zapier auto-creates the customer in Billit.io. Fields map over - name, address, contract terms. Bonus: Use ApproveThis' calculated fields to set their billing cycle or payment terms during approval.

Who uses this: Consulting firms who onboard 50+ clients monthly. No more copying data between systems or missing details because someone skipped a form field.

3. Change Orders That Don't Require a Paper Trail

The problem: Updated invoices (like revised project scopes) fly under the radar, leading to billing disputes.

The fix: Any invoice edit in Billit.io triggers a re-approval in ApproveThis. The workflow shows a comparison view - old vs. new amounts, line item changes. Approvers see exactly what's different, make a call, and Billit.io updates accordingly.

Who uses this: Construction companies dealing with frequent scope changes. Superintendents approve revised material costs on-site via email, no office visit needed.

Setup: Less Time Than Your Next Coffee Break

If you've used Zapier before, this is straightforward. If not, here's the TL;DR:

1. Connect Billit.io to Zapier: Use this link - you'll log into your Billit.io account.
2. Choose a trigger: Like "New Invoice" or "Updated Invoice."
3. Connect ApproveThis: Pick the action (e.g., "Create Request"). Map Billit.io fields to ApproveThis' template.
4. Test: Create a test invoice in Billit.io. If the approval request pops up in ApproveThis, you're golden.

Pro tip: Use ApproveThis' approval thresholds to auto-approve small invoices (say, under $500) but require human eyes on bigger amounts. Saves everyone time.

Why Your Team Will Actually Use This

Finance Teams: Less Chasing, More Closing

No more spreadsheets to track who approved what. ApproveThis' dashboard shows real-time statuses: pending, approved, rejected. If someone's dragging their feet, send a reminder with one click. Plus, with all approvals logged, audits are a breeze.

Operations: Stop Being the Middleman

When engineering submits a vendor invoice via Billit.io, it doesn't need your help to route it. ApproveThis sends it directly to their department head. If approved, it's already in Billit.io for payment. You're out of the loop (in a good way).

External Clients: Keep Them Out of Your Systems

Clients don't need (or want) access to Billit.io. With ApproveThis, send them a clean approval email: "Approve this $15k invoice? Yes/No." They click, it updates in Billit.io, and you maintain control.

The Hidden Perks You'll Appreciate Later

Vacation Delegation: CFO out? ApproveThis auto-reassigns their approvals to the VP. No expired requests piling up.

Conditional Logic: If an invoice is marked "Urgent" in Billit.io, ApproveThis can skip junior approvers and go straight to leadership.

Audit Trails: Every approval includes timestamps, comments, and approver IDs. No more "Who approved this?!" panic during reviews.

Common Objections (And Why They're Nonsense)

"We're fine with email approvals." Cool. How many get lost in inboxes? ApproveThis adds tracking, deadlines, and reminders. It's email, but with teeth.

"We'll just build something custom." How's that going with your dev team's backlog? This integration takes an afternoon, not six months.

"Billit.io works fine alone." Sure, if you like manual processes. This isn't about fixing Billit.io - it's about fixing the human bottlenecks around it.

Ready to Stop Playing Approval Operator?

If your company moves at the speed of "Wait, who needs to sign off on this?" it's time to upgrade. ApproveThis + Billit.io via Zapier isn't magic - it's just workflow automation done right.

Next steps:

→ Try ApproveThis free (takes 5 minutes)
→ Book a demo to see custom use cases for your industry

P.S. ApproveThis doesn't require approvers to have Billit.io seats. Because paying for software your team barely uses? That's worse than a denied invoice.