Invoice approval software with flexible workflows
With TriFact365 the right person approves every invoice, receipt and expense claim before the journal entry, in fixed stages per administration. That’s how you account for your spending to management, funders and the tax authorities, with the history on every document.
Workflows are part of the Plus plan.
Trusted by 25,000+ businesses and 500+ firms
Why approve source documents before the journal entry?
A receipt without a recorded purpose or an invoice over budget often only stands out at year-end closing or in an audit. By then, working out who approved what is a lot of work.
Internal
Management, directors and shareholders
Every expense approved by whoever is responsible.
- Approval per budget holder
- Within the agreed authority limits
External
Lenders, municipalities and government
Per expense, provable who approved what.
- Evidence for grants and financing
- Original next to the journal entry
Statutory
Tax authorities and audit
Business purpose and approval recorded with every receipt and invoice.
- Comment when submitting and approving
- History and audit trail per document
A workflow in stages, per administration
A scheme consists of up to five stages. Per stage you choose up to ten users and decide whether one of them or all of them must approve. Only when a stage is complete does the invoice move to the next. You link the scheme to one or more administrations.
Two checks, each at its own moment
You can use them separately or together, before and after the invoice is checked.
Authorisation
Is this invoice correct?
Authorisation happens before the check. The approver approves or rejects the invoice itself as soon as it arrives in TriFact365.
Payment approval
Can this journal entry go through?
Payment approval happens after the check. The approver approves the final posting proposal. Then the journal entry goes to your accounting software.
How it works, the same way every time
Step 1
Submit with an explanation
Who with, why and for which project, right on the receipt or invoice.
Step 2
Check against your agreements
The approver checks the amount, purpose and evidence.
Step 3
Approval recorded
Who, when and with which comment, in the history.
Step 4
Journal entry with evidence
Only after approval to your accounting software, with the original attached.
That’s how one fixed way of working meets the internal, external and statutory requirements for your bookkeeping.
How authorisation and payment approval work
You decide who approves, in which order, and whether an invoice is booked only after approval or earlier, blocked for payment.
Authorise
Is this invoice correct?
Before the check, the budget holder approves or rejects the invoice, in the portal or the app.
- Up to 5 stages in a row
- Up to 10 approvers per stage, everyone or one of them
- One scheme per administration
Payment approval before booking
Can this journal entry go through?
After the check the approver approves the posting proposal. Only then does the journal entry go to your accounting software.
- Up to 5 stages, just like authorisation
- One scheme for all or selected administrations
- In the portal or the app
Booking before payment approval
Book now, pay after approval
The journal entry goes straight into your accounting software, blocked for payment. After payment approval TriFact365 releases the invoice for payment.
- Via the payment condition in your package
- Exact Online, AFAS, Twinfield, AccountView, iMUIS Online/King Finance, Multivers/Boekhoud Gemak
- King Business Software, SnelStart, Visma eAccounting: book in advance, without a payment block
Reminders
A nudge by email or in the app
Approvers get an email reminder on fixed working days, or a push notification in the app.
- For authorisation and payment approval
- Email configurable per administration
Overview
See who still needs to approve
As an administrator you see all documents in an authorisation or payment approval workflow, with the scheme and whose turn it is.
- Stop a workflow and resubmit
- Finalise without booking
Invoice approval is part of Plus
Invoice authorisation and payment approval are part of Plus.
For everyone with accounting software
Workflows work alongside your own accounting software. For anyone who wants more from authorisation and payment approval, wants convenience or wants to save time.
More control over approvals
Stages, payment approval and release for payment, configurable per administration.
Convenience for every approver
Approve in the portal or the app, with a nudge by email or push notification.
Less time and cost
No more chasing approvals by email; everyone sees what’s waiting for them.
Customer story
De Gilde Groep
Every department accounts for its own costs, with approval and an audit trail for the audit.
Accountant or bookkeeping firm? See approval flows for accountants.
Setting up invoice approval for your organisation?
In a demo we show how it works with your package and your documents.
Everything for approval, at a glance
- Authorisation schemes
- Payment approval schemes
- Up to 5 stages
- Up to 10 users per stage
- One or all users
- Per administration
- Authorise in the app
- Payment approval in the app
- Email reminders
- Push notifications
- Rejected documents
- Authorisation and payment approval overview
Frequently asked questions about invoice approval software
Workflows, authorisation, payment approval and email reminders are part of Plus, from €26 a month for businesses.
Yes. A scheme has up to five stages with up to ten users each. Per stage you choose whether one or all users need to approve.
Authorisation happens before the invoice is checked, payment approval (procuration) after it. With payment approval you approve the posting proposal, after which the journal entry goes to your package.
Yes, expense claims follow the same approval flows as invoices.
Every invoice and receipt provably approved
Try Plus free for 30 days and set up your first authorisation scheme.