Approval workflow for purchase invoices, how do I set it up without delay?
A multi-layer approval flow prevents errors and provides audit trail, but can stall invoices for weeks. A two-layer flow with clear thresholds works well for SMBs in our experience.
Try this first
- 1Define thresholds: up to 500 EUR direct approval by budget owner, 500 to 5,000 by manager, above 5,000 by director.
- 2Use your package's approval module (Yuki, Exact, AFAS native) or an external tool (Klippa, ApprovalDonkey).
- 3Enable auto-reminders at +3 days and escalation to the next layer at +7 days, otherwise it stalls.
- 4Tie the approver to the purchase order or vendor where possible, not the individual invoice, scales better.
- 5Review turnaround times every 6 months, an average above 5 working days is a bottleneck.
When to bring us in
For an approval flow tuned to your organisation and package, we can work out thresholds and routes.
See also
- Switching from Exact Online to Yuki, open items and history do not matchPackage migrations stumble on ledger mapping and open AR/AP. Without a mapping table you lose context.
- Twinfield to Exact, dimensions and cost centres go missingTwinfield uses dimensions, Exact uses cost centres and projects. The mapping is not one-to-one.
- Accountant asks for RGS mapping, your ledger does not follow RGSRGS is the Dutch standard chart that SBR filings and accountant software expect. Without mapping, every year-end is manual.
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