Bill approvals for Xero, without the follow-up emails.
ZapApprove routes bills already in Xero to the approvers you choose — by supplier, value, team, or tracking category — records who decided and when, and leaves Xero as your accounting source of truth. Plans from $29 per month.
14-day trial. No credit card required.
- Works from bills already in Xero
- Single and multi-step routes
- $29–$149 per month, USD
Waiting for a decision
03- Supplier A Brand retainer · INV-1048 $4,800
- Supplier B Software subscription · CL-8830 $960
- Supplier C Office supplies · GF-2291 $275
Route: 2 of 3 approved
- 1 Requester Approved
- 2 Manager Approved
- 3 Finance Waiting
Scope, stated up front
Four things ZapApprove does not do.
Knowing where a product stops is worth more than a list of everything it might one day cover. If any of these four is what you need, ZapApprove is the wrong tool and this is the cheapest moment to find out.
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No receipt capture
ZapApprove does not scan, extract or store supplier documents. Bills arrive in Xero the way they do now.
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No payments
ZapApprove records the approval decision. Paying the supplier stays in your existing payment process.
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No purchase orders
There is no purchase-order ingestion and no procurement workflow. ZapApprove approves bills.
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Xero only
No other accounting platform is supported, and there is no public API to build one against.
How a bill moves
Four steps, and what happens at the edges.
Approval software is only useful if you can predict what it will do before you buy it. This is the whole sequence, including the exception at each step.
- 01
The bill is ready in Xero
ZapApprove works from bills that already exist in Xero. Nothing changes about how bills reach your ledger.
If a bill is not in Xero yet, there is nothing for ZapApprove to route.
- 02
A route is matched
Routes are matched on supplier, value, team or tracking category, and can be single-step or multi-step.
Every route needs a named owner for the bills that match no other condition.
- 03
Approvers decide in order
Each approver sees the bill, its context, and the decisions already made, then approves or rejects.
A multi-step route only reaches the next approver once the previous one has decided.
- 04
The decision is recorded
Who decided, what they decided and when is recorded against the bill, and Xero remains your accounting source of truth.
Payment still happens through your existing process, not through ZapApprove.
What you work with
The whole product, in four parts.
There is no dashboard tour to sit through. This is what a finance team actually touches.
Request a trial-
Routing conditions
Match bills on supplier, value, team or tracking category. A route can require one approver or several, in a set order.
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A queue of what is waiting
See which bills are waiting for a decision and who each one is with, without asking anyone for a status update.
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The bill at the moment of deciding
An approver sees the bill, its amount and due date, the context available to them, and the decisions already made on it.
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An approval trail
Every decision records who decided, what they decided and when. Keep that visible for finance review.
Built for people who approve twice a month
The hardest user is the one who never logs in.
Most approval software is designed for the finance team that lives in it. The person who holds up your month is the budget owner who opens it twice a month and needs no training to decide.
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One screen, two decisions
An occasional approver opens the bill, reads the amount, supplier and coding context, and either approves or rejects it. There is no configuration for them to learn.
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Asking is not a dead end
When an approver is not ready to decide, they should be able to say so rather than sit on the bill. Ask us to show you how a query and a rejection each behave in your trial.
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Approval and ledger access are separate questions
Who may approve a bill and who may see your Xero accounting data are two different decisions. We will walk through how the two map for your organisation during the trial rather than describe it in the abstract here.
Pricing
Published prices, counted in two things.
Price scales with the number of Xero organisations you run and the bills you push through each month. On Team and Practice it does not scale with the number of approvers.
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Starter
One Xero organisation and a small approver group.
$29 per month
- 1 Xero organisation
- Up to 5 approvers
- 150 bills per month
- Multi-step approval rules
- Email support
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Recommended for growing teams
Team
More than one organisation, or more than five approvers.
$69 per month
- Up to 3 Xero organisations
- Unlimited approvers
- 1,000 bills per month
- Advanced routing rules
- Priority guided setup
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Practice
A practice coordinating approvals across up to ten organisations.
$149 per month
- Up to 10 Xero organisations
- Unlimited approvers
- 5,000 bills per month
- Cross-organisation visibility
- Priority support
Prices are in USD and billed monthly. 14-day trial. No credit card required.
Compare plans in fullQuestions buyers actually ask
Including the ones our own buying guide tells you to ask.
Where the honest answer is “we will show you in the trial”, that is what it says. A question we cannot answer from published product behaviour is not answered here at all.
What does ZapApprove do with Xero, and what stays in Xero?
ZapApprove works from bills that already exist in Xero. It matches each bill to an approval route, collects decisions in the order that route sets, and records who decided and when. Xero remains your accounting source of truth.
What does ZapApprove not support?
There is no receipt or document capture, no payment execution, no purchase-order ingestion or procurement workflow, no public API, and no accounting platform other than Xero.
Who is ZapApprove for?
Finance teams that have outgrown email, chat and spreadsheets for bill approvals; growing Xero organisations that need explicit ownership and multi-step routes; and accounting practices coordinating approvals across several Xero organisations, which the Practice plan is sized for.
Can a bill need more than one approver?
Yes. A route can be single-step or multi-step, and approvers decide in the order the route sets. Routes are matched on supplier, value, team or tracking category.
What happens after I request a trial?
We reply by email. We ask how many Xero organisations you run, roughly how many bills a month, how many people approve, and the exception that causes you the most trouble. Then we help you configure the first route and move a real bill through it.
How long is the trial, and do we need a credit card?
The trial runs for 14 days and no credit card is required to start it. The 14 days begin when we set the trial up with you rather than when you send the form. Nothing converts to a paid plan on its own, because this site takes no payment method.
What if we need more than the Practice plan?
Email us at the address published on the contact page with the number of organisations and your monthly bill volume, and we will tell you what is possible. No pricing above the Practice plan is published.
Who ZapApprove is not for
Three reasons to walk away.
- You want receipt capture or payment execution in the same product as approvals.
- Your ledger is something other than Xero, now or soon.
- You need procurement and purchase-order workflow, not bill approval.
If that is you, our buyer’s guide will still help you compare the tools that do fit. Read the buyer’s guide
Guides
We publish our thinking, not only our pitch.
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How to choose Xero invoice approval software
Evaluate workflow fit, roles, controls, approver experience, implementation, and trial evidence.
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A practical bill approval process for growing teams
Set owners, thresholds, exceptions, separation of duties, evidence, and rollout steps.
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Approval matrix and spend thresholds: who signs off at what amount
Choose value bands from your real spend, decide where dual approval starts, and write a matrix people actually follow.
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Separation of duties in accounts payable: who raises, who approves, who pays
The three-way split between raising, approving and paying a bill, and the compensating controls a four-person team uses when it cannot split three ways.
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When approvals break: absent approvers, rejections, and bills that match no rule
What should happen when the named approver is away, a bill is rejected, a bill is edited after a decision, or nothing matches.
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What a bill approval audit trail should record
The six fields a decision record needs so somebody can reconstruct an approval six months later, and why a shared mailbox is not an approver.
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How to build a better Xero approval workflow
A step-by-step approach to routing Xero bills, separating duties, and keeping every decision visible.
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Coordinating bill approvals across several Xero organisations
What changes when one approval process has to run in more than one organisation: routes, queues, shared suppliers, and one policy.
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Looking for an ApprovalMax alternative? Start with these 7 questions
A neutral checklist for comparing Xero approval tools around workflow fit, pricing, usability, and control.
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Approval workflow apps that connect to Xero: an unranked landscape
What ApprovalMax, Approval Donkey, ApprovalPro, Approveit, Dext and Lightyear publish about themselves, unranked, with a checked date on every fact.
Request a trial
A small, reversible next step.
There is no signup form, no checkout and no card. You send one email address and a person replies. Fourteen days, no credit card.
What happens next
- We reply by email.
- We ask how many Xero organisations you run, roughly how many bills a month, how many people approve, and the exception that causes you the most trouble.
- We help you configure the first route and move a real bill through it.
- Your 14 days run from the day the trial is set up, not from the day you send the form.
Prefer to write first? mail (at) zapapprove.com. Opens the contact page, where this address is explained.
We have your request
We will reply by email at with the questions listed above, then set up your 14-day trial. No credit card is needed, and nothing is charged when the 14 days end.