For finance and accounting teams

Know who approved every invoice.

Send an invoice to its approver, get a recorded decision, and keep the trail without adding another accounting system.

Start free See how it works

Free to start. Reviewers don't need an account.

Invoice ApprovalVersion 2

Design agency invoice #1042

Reviewer: Department head

Attaches the corrected invoice as version 2.

ApproveChangesReject

Where invoice approval usually goes wrong

Invoices wait in inboxes

Someone forwards it, someone else is on holiday, and it sits.

Approval ownership is unclear

Nobody is sure whose call it was.

Audit questions take time

Answering 'who approved this?' means searching for an email.

How it works

Send the invoice for a decision
Attach the PDF and add the budget owner as reviewer.
Owner decides
They approve, reject or ask for changes with a reason.
Resolve questions
If something is wrong, submit a corrected version; the history stays.
Record it
Approver, version and timestamp are saved against the request.

Example scenario (illustrative)

Design agency invoice #1042

An accounts assistant sends an invoice to the department head who ordered the work. Reviewer: Department head.

Requester
Sends the invoice PDF for approval.
Reviewer
Requests changes: it includes a line item not in the agreed scope.
Requester
Attaches the corrected invoice as version 2.
Reviewer
Approves version 2.
Result: Finance can show who approved the invoice and which version.

Why teams use it for invoice approval

Clear ownership

Every invoice request names its approver.

Fewer stuck invoices

A link and a reminder beat a forwarded email.

Approval history on hand

Find the decision without searching inboxes.

The ApprovalLoop workflow

Every approval follows the same loop, so you only learn it once.

Send
Share the request
Review
Reviewer opens the link
Request changes
Or approve / reject
Revise
Send a new version
Approve
Decision on the latest version
Record
Timestamped approval record

Questions

Is ApprovalLoop accounting or accounts payable software?

No. It records approval decisions only. It does not pay invoices or sync with your ledger.

Can I send a PDF?

Yes, upload a PDF or image, or link to the invoice.

Do approvers need an account?

No, they open a secure link.

ApprovalLoop is not accounting software. It records the approval decision, not payment or bookkeeping. ApprovalLoop keeps a timestamped approval record. It is not a legal electronic signature.