ApproveThis manages your Xtractly Integration approvals.

When AI Meets Approval Automation

Modern businesses face a critical challenge: information moves faster than decisions. Emails pile up with purchase requests, vendor invoices, and contract updates – each requiring human review. Xtractly’s AI-powered email parsing identifies key details in this chaos, while ApproveThis transforms those insights into actionable approvals. Together, they create a closed-loop system where data triggers decisions, and decisions drive outcomes.

Why This Integration Changes the Game

Xtractly excels at extracting structured data from unstructured emails – dollar amounts, dates, vendor names – but leaves you with a new problem: what to do with that information. ApproveThis answers that question by converting extracted data into approval workflows with rules, escalations, and audit trails. Consider these advantages:

• Zero Manual Entry: Purchase amounts from supplier emails auto-populate approval requests
• Context-Aware Routing: Contracts over $50K? They’re automatically flagged for legal review

Real-World Workflows for Key Teams

Finance: From Inbox to Approved Payment

When Xtractly parses a vendor invoice email, ApproveThis can:

1. Check against PO records (via connected apps)
2. Route based on amount:
- Under $1K: Auto-approve via thresholds
- Over $1K: Send to AP manager with payment terms
3. Update accounting software upon approval

Impact: A manufacturing company reduced invoice processing time from 14 days to 38 hours using this exact flow.

HR: Streamlined Candidate Onboarding

Xtractly extracts candidate details from recruiter emails, triggering ApproveThis workflows that:

- Verify budget against hiring plan
- Route offer letters for department sign-off
- Initiate background checks upon approval

Key Feature: Vacation delegation ensures hiring doesn’t stall when managers travel.

Operations: Intelligent Procurement

Supplier quote emails become approval requests that:

- Compare historical pricing via calculated fields
- Require 3 bids for purchases over $10K (approval groups)
- Auto-archive denied requests with reason logging

Technical Synergy: How It Works

Xtractly’s AI doesn’t just read emails – it structures data into fields that ApproveThis uses to make smart routing decisions. For example:

Email Content: "Attached is the $14,500 invoice for HVAC maintenance (PO# 4412)"
Xtractly Extracts:
- Amount: $14,500
- PO Number: 4412
- Vendor Type: Facilities

ApproveThis then:
1. Matches PO# to database
2. Routes to Facilities Director (approval groups)
3. Escalates after 24hrs (reminders)

Setup Guide: 3 Steps to Automation

Step 1: Create a Zapier account (if new to automation)
Step 2: Build your trigger:
- App: Xtractly
- Event: Parsed Email
- Map extracted fields (amount, vendor, dates)

Step 3: Add ApproveThis action:
- Action: Create Request
- Configure:
* Approval type (expense, contract, etc.)
* Threshold rules (auto-approve under $X)
* Escalation paths

Pro Tip: Use ApproveThis’ calculated fields to add markup percentages or budget comparisons during routing.

Cross-Functional Benefits

For Executives

Real-time dashboards show approval cycle times and bottleneck analysis. Suddenly, you’re making data-driven decisions about how decisions get made.

For External Partners

Vendors and clients can approve documents or payments via email without needing access to your internal systems. ApproveThis handles authentication via magic links while keeping your Xtractly data secure.

For IT Teams

No more building custom approval modules in CRMs. The Zapier integration handles authentication and field mapping, while ApproveThis provides enterprise-grade audit trails.

Beyond Basic Approvals: Advanced Use Cases

Dynamic Budget Adjustments

When Xtractly parses a budget change request email, ApproveThis can:

- Calculate remaining quarterly budget (calculated fields)
- Require CFO approval only if exceeding 10% variance
- Sync approved changes to financial systems

Risk-Aware Contract Reviews

Legal teams configure approval workflows that:

- Auto-flag contracts mentioning specific liabilities
- Route based on counterparty risk scores
- Require sequential sign-offs (GC → CFO → CEO)

Why This Beats Manual Processes

A healthcare provider using both tools reduced medication order approvals from 72 hours to 9. Here’s why:

Transparency: Every stakeholder sees request status in real time
Compliance: Automatic documentation for audits
Flexibility: Change approval rules without IT help

Getting Started

ApproveThis offers a 14-day free trial with full Zapier integration support. For teams new to automation, their experts will:

- Map your existing approval processes
- Identify high-impact Xtractly integration points
- Train approvers on email/web approvals

Start your trial or book a custom demo to see industry-specific workflows.

The Future of Operational Decisions

As AI extraction tools like Xtractly evolve, they’ll feed increasingly complex data into approval systems. ApproveThis prepares you for this future with:

- AI-powered suggestion engines (approve/deny predictions)
- Multi-system dependency checks (approval prerequisites)
- Biometric authentication for high-stakes approvals

The integration you build today becomes the decision-making backbone for tomorrow’s challenges.