The invoice approval software that handles your accounts payable end to end
Invoices are routed by supplier and amount, through as many steps as you need. Approve, reject, send back or reassign. Every decision is logged.
Routed by supplier and amount
Set the supplier and the amount range. The invoice goes to the right approver without anyone forwarding an email.
Multi-step chains
Two or three approvers in sequence. Each can approve, reject, send back or reassign.
Every decision logged
Who approved, when and what they changed. The log sits with the bill in Pulsify.
How it works
Captured and checked
The invoice is read, coded per line and checked for duplicates, changed bank details and invalid ABNs before it enters approval.
Routed
Rules match on supplier and amount range. Multi-step chains run in order.
Approved and posted
The approved bill is created in Xero or MYOB as draft, awaiting approval or authorised.
What the approval workflow covers
What approval routing actually enforces
Most Australian businesses have an approval process in the sense that invoices get sent to someone for sign-off before payment. What they don't have is an approval system - one where the routing rules are defined, enforced consistently, and don't depend on the AP officer knowing who to email for each invoice type.
A structured approval workflow doesn't replace judgment - it enforces the delegation of authority that the business has already decided on. Invoices under AU$2,000 route to the project manager. Invoices between AU$2,000 and AU$25,000 go to the financial controller. Capital expenditure over AU$25,000 requires a director. Those rules exist in most businesses. A workflow enforces them automatically instead of relying on whoever is processing invoices that day to apply them correctly.
What breaks when approval runs through email
Email-based approval has three failure modes that a structured workflow eliminates. First, invoices sit in inboxes. A project manager who's on site doesn't see the approval email until Thursday. Month-end is Tuesday. The payment run stalls while the AP officer chases the approver. For a 30-person construction business running weekly payment cycles, this is a regular source of avoidable friction.
Second, there's no verifiable audit trail. "I think Sarah approved it" is not the same as a timestamped record showing that Sarah approved invoice #INV-4821 for AU$8,400 at 2:14pm on 3 April. For businesses that go through external audit, the question of who authorised a payment is one that needs a documented answer, not a best recollection.
Third, email approval doesn't enforce thresholds. Nothing in an email chain prevents a manager from approving a AU$45,000 invoice that should have gone to a director. The policy exists in a document somewhere. The system doesn't enforce it. A workflow does.
How dollar thresholds translate into real delegation of authority
The practical design question is: what triggers each approval level, and who is the backup when the primary approver is unavailable? Both need to be answered before any workflow is configured, because the software enforces whatever rules you give it - including the gaps in rules you haven't defined.
Most Australian SMBs need two to three tiers. A first-line approver handles routine invoices within a defined value threshold. Above that threshold, a financial controller or CFO approval is required. Capital expenditure and new suppliers may need to escalate regardless of amount. The category rules - not just the dollar rules - are where most implementations are underspecified.
Pulsify routes on supplier and amount range. Those two rules cover the delegation of authority most Australian SMBs actually write down. Each rule can run through as many approvers as the business needs.
Simple pricing. No per-user fees.
Approval workflows and unlimited users on every plan.
Get Control
$69/mo
100 documents/month
Growing
$159/mo
250 documents/month
Scale
$369/mo
750 documents/month
All prices AUD ex-GST. Full pricing details
Frequently asked questions
Anyone you add. There is no per-user fee. A project manager or a site supervisor can approve without a licence.
Yes. Every approve, reject, send back and reassign is logged with the person and the time, against the bill.
Yes. An approver can send it back to an earlier step or reassign it to someone else. Both are logged.
The approved bill is created in Xero or MYOB as a draft, awaiting approval or authorised. Nothing posts until it has been through the chain.
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