Approval Workflows

Approval workflows in Pulsify automate how invoices are reviewed, approved, and authorised before being posted to Xero or MYOB. By combining structured approval rules with judgment-based exception handling, Pulsify ensures invoices move quickly when they’re routine and pause only when oversight is genuinely required.

What this does

Approval Workflows in Pulsify control how invoices progress from processing to posting.

They allow teams to:

  • Route invoices to the right approvers automatically

  • Apply approval logic based on value, supplier, or entity

  • Reduce back-and-forth and approval bottlenecks

  • Maintain visibility and accountability across the approval process

This ensures invoices are approved consistently and on time.

How it works

Pulsify applies approval logic after invoices have been processed, coded, and validated.

In practice:

  • Invoices enter the approval stage only after passing validation checks

  • Approval paths are determined based on predefined criteria

  • Approval status is tracked in real time

  • Approved invoices are prepared for sync to Xero or MYOB

This creates a clear, auditable approval flow without manual chasing.

Judgment-based approvals

Not all invoices require the same level of oversight.

Pulsify applies judgment-based approvals by evaluating:

  • Supplier confidence and validation results

  • Invoice value and risk indicators

Routine, low-risk invoices can proceed quickly, while higher-risk or unusual invoices are escalated automatically.

Common scenarios handled automatically

Approval Workflows are designed for real-world finance operations, including:

  • Single-step

  • Value-based approval thresholds

  • Entity-specific approval paths

  • Supplier-specific approval requirements

  • Exception-driven approvals triggered by validation issues

These scenarios are handled without manual reassignment or email chains.

Who it’s for

This feature is designed for:

  • Finance teams requiring clear approval controls

  • Bookkeepers managing approvals on behalf of clients

  • Businesses with segregation-of-duties requirements

  • Multi-entity organisations with distributed approvers

  • Growing teams moving beyond email-based approvals

It is especially valuable where accountability and auditability matter.

Integrations

Approval Workflows integrate directly with:

  • Xero

  • MYOB

Approved invoices are synced only after the full approval process is completed.

FAQs

Can approval workflows be customised?
Yes. Approval logic can be configured based on invoice characteristics and organisational structure.

Do all invoices require approval?
No. Low-risk, high-confidence invoices can move through faster based on approval logic and historical patterns.

Is there an audit trail?
Yes. Approval actions are logged to provide visibility and accountability.

Does this work across multiple entities?
Yes. Approval workflows can be applied consistently across entities with entity-specific rules where required.