ApproveThis manages your Invoiced Integration approvals.

When Approval Workflows Meet Accounting Automation

Let’s cut to the chase: Approvals suck. Chasing down signatures, lost email threads, and "I thought YOU were handling that?" moments cost mid-sized companies an average of 4.7 hours per employee every week. Now pair that with accounting teams drowning in invoice reviews and payment approvals. Enter ApproveThis and Invoiced – two platforms that turn approval bottlenecks into autopilot workflows when connected through Zapier.

Why This Combo Works

Invoiced handles the money moves – invoices, payments, AR. ApproveThis handles the decision-making – who needs to sign off, when, and under what conditions. Together via Zapier, they create closed-loop systems where:

• Approved requests automatically generate invoices/payments
• New invoices trigger compliance reviews before processing
• Finance teams audit everything without chasing paper trails

Key advantage? ApproveThis approvers don’t need Invoiced licenses. Your external vendors can approve purchase orders via email while your CFO reviews in Invoiced – no extra seats required.

Real-World Use Cases (No Fluff)

1. From Approval to Invoice in 60 Seconds

The Zap: When ApproveThis gets a new approved request → Create invoice in Invoiced.

Who Cares: SaaS companies with usage-based billing. Client requests 10 more seats? Sales ops approves in ApproveThis → Invoice auto-generated with exact pricing. No manual data entry, zero “we forgot to bill them” moments.

ApproveThis Bonus: Use calculated fields to auto-calculate prorated charges or volume discounts during approval.

2. Invoice Review Guardrails

The Zap: New invoice in Invoiced → Create approval request in ApproveThis.

Who Cares: Manufacturing firms dealing with 50+ vendor invoices weekly. AP teams route invoices to department heads via ApproveThis. If an invoice exceeds $10K? Approval thresholds auto-route it to the CFO. Approvers get email links – no login required.

Killer Feature: Vacation delegation ensures invoices never stall because someone’s at Burning Man.

3. Instant Payments for Approved Requests

The Zap: Approved request in ApproveThis → Process payment in Invoiced.

Who Cares: Agencies approving client campaign budgets. Once approved, Invoiced automatically drafts payment from the client’s stored method. Finance teams skip manual payment entries – just watch the cash flow in.

Pro Tip: Add conditional logic so only requests marked “Urgent” trigger same-day payments.

Setting This Up Without Losing Your Mind

Zapier does the heavy lifting. You need:

1. ApproveThis and Invoiced accounts
2. A Zapier account (free tier works)

Sample workflow for invoice approvals:

1. In Zapier, choose Invoiced as trigger app → “New Invoice” event.
2. Connect ApproveThis as action app → “Create Request”.
3. Map invoice data (amount, vendor) to approval request fields.
4. Set approvers – individual users, groups, or dynamic based on amount.
5. Test with a $1 invoice. Seriously – don’t test with real data first.

Department-Specific Wins

Finance Teams

Kill three birds: Auto-route invoices based on amount thresholds, enforce dual approvals for vendor payments, and generate audit trails showing who approved what – without Excel hell.

Operations Teams

Procurement requests get approved → Invoices auto-generated → Payments processed. Zero status update meetings needed.

External Partners

Contractors approve SOWs via email → Invoices created in Invoiced with their signature attached. No back-and-forth with your accounting team.

Why This Isn’t Just Another Integration

Most approval tools stop at “notify someone.” ApproveThis adds conditional logic that Invoiced can’t:

• Dollar thresholds that auto-approve small expenses but escalate big ones
• Approval chains that adapt when team members change
• Real-time calculations (discounts, taxes) during review

Meanwhile, Invoiced handles payment execution with PCI compliance that ApproveThis doesn’t need to replicate. Together, they cover the full cycle: “Should we pay?” → “Pay them” → “Did it clear?”

Common Objections (And Why They’re Wrong)

“We already have this in our ERP.”
Cool. Does your ERP let marketing approve influencer contracts via SMS? ApproveThis does. ERP stays as source of truth – we just handle the human part.

“We use DocuSign for approvals.”
Great for signatures, terrible for logic. DocuSign can’t route based on dollar amounts or calculate prorated fees mid-approval.

Bottom Line

If your company moves between “We need to pay this” and “It’s paid” more than twice a week, this integration pays for itself in 3 months. Finance teams get control without being bottlenecks. Department heads approve stuff in seconds from their phones. Vendors stop emailing “Did you get my invoice?”

Next Steps

1. Register for ApproveThis (free 14-day trial)
2. Connect to Invoiced via Zapier (takes 18 minutes avg)
3. Book a custom demo to replicate your exact approval chains

Pro tip: Start with one workflow – invoice approvals or payment triggers. Scale after you see the time saved.