“Set up in 20 minutes. Matched 247 invoices on day one. Month-end close went from 7 days to 3.”
Controller
85-person construction firm
Fast rollout, fewer invoice touches, materially faster close
Efficiency
Approval Workflow Automation
Get invoices approved faster with smart routing and mobile approvals. No more chasing signatures.
Available now
QuickBooks Online, Xero, FreshBooks, and Zoho Books are available today.
Fast setup
QuickBooks-led teams can connect, upload a batch, and review matching in under 30 minutes.
Pricing clarity
Starts at $99/month with unlimited users and no per-user pricing traps.
Safe to evaluate
Audit trail, approval controls, and exception workflows are built into the product from day one.
Need the canonical facts? Review current pricing, integrations, and availability.
Low-friction next step
Send the Approval Workflows ROI worksheet
Get the ROI prompts and assumptions finance teams use to evaluate approval workflows without going straight into a sales process.
Automated approval workflows route invoices to the right approvers based on configurable rules and enable approval from any device, cutting approval cycles from 5-7 days to 1-2 days. McKinsey research shows approval delays are the single largest contributor to late vendor payments. Nexus AP provides rule-based routing by amount, vendor, GL code, or cost center, with automatic escalation when deadlines approach and delegation support for out-of-office approvers.
Key Industry Data
- Approval bottlenecks account for 42% of total invoice cycle time in organizations without workflow automation: McKinsey & Company - Finance Operations Report (2024)
- Organizations with mobile approval capabilities reduce late payment rates from 25% to under 10%: Ardent Partners - AP Automation Study (2025)
- Digital approval workflows reduce AP follow-up time by 90%, freeing an average of 2 hours per day per AP staff member: IOFM - Invoice Approval Benchmarks (2025)
What problem does approval workflows solve?
Paper-based and email-driven approvals create delays and lack visibility. Approvers forget, lose invoices, or are unreachable. AP staff waste time following up and tracking status.
The Solution
Nexus AP routes invoices to the right approvers based on your rules - amount, vendor, GL code, cost center. Approvers review and approve on any device. Escalations happen automatically when deadlines approach.
How does Nexus AP automate approval workflows?
1
Workflow Assignment
Invoice matched to appropriate approval workflow
Before
AP staff manually determines who needs to approve
With Nexus
Rules engine automatically assigns based on criteria
2
Notification
Approvers notified of pending invoices
Before
Email with attachment, often ignored or lost
With Nexus
Push notification with one-tap approval link
3
Review & Approval
Approver reviews invoice and supporting documents
Before
Must be at computer, search for documents
With Nexus
All documents visible on mobile, approve in seconds
4
Escalation
Overdue approvals escalated appropriately
Before
AP staff manually follows up, delays pile up
With Nexus
Automatic reminders and escalation to backup approvers
Key Features
Rule-based routing
Route by amount, vendor, department, GL code, or custom fields
Mobile approvals
Approve from iOS, Android, or any web browser
Parallel & sequential
Support for both approval types and hybrid workflows
Delegation
Out-of-office delegation with date ranges
Automatic escalation
Escalate to backup approvers after configurable delays
Approval history
Complete audit trail of all approvals and comments
Benefits
75% faster
Faster approvals
Cut approval time from days to hours
100% visibility
No lost invoices
Every invoice tracked with full visibility
Any device
Mobile friendly
Approvers can act from anywhere
90% on-time
Fewer late payments
Faster approvals mean on-time payments
ROI Impact
| Metric | Before | After | Improvement |
|---|---|---|---|
| Approval cycle time | 5-7 days | 1-2 days | 70% faster |
| Late payment rate | 25-30% | <10% | 60% reduction |
| Follow-up time | 2+ hours/day | Minutes | 90% less |
| Lost invoices | 3-5% | 0% | Eliminated |
“Our CFO approves invoices from the golf course now. What used to take a week takes a day.”
Controller
Controller, Regional Construction Firm
Frequently Asked Questions
How do I set up approval workflows?
Nexus provides a visual workflow builder. Define conditions (amount thresholds, vendors, GL codes) and assign approvers. You can create unlimited workflows for different scenarios.
What if an approver is on vacation?
Approvers can delegate to alternates for specific date ranges. You can also configure automatic escalation to backup approvers after a set delay.
Can I require multiple approvers?
Yes. You can configure parallel approval (all must approve), sequential approval (in order), or threshold-based (larger amounts need more approvers).
Category
EfficiencyRelated Use Cases
Works With
Popular Industries
Learn More
Quick Links
Early Proof
Proof that approval workflows can be implemented without a long project
Use-case buyers tend to care less about vendor size and more about whether the workflow is real, measurable, and easy to pressure-test.
“The biggest difference was not having to re-key invoice data back into QuickBooks after review.”
Finance manager
multi-entity services business
Lower manual entry and cleaner month-end reconciliation
“We needed AP automation without enterprise implementation overhead. Nexus gave us a useful trial path instead of a six-week project.”
Operations lead
growing SMB finance team
Faster evaluation and simpler team rollout
Ready to transform your AP?
See how Nexus AP can solve this challenge for your organization.