invoice follow-up approval workflow · Xero
Approval by exception for facilities service companies with Xero.
Connect Xero, encode the rules your team already follows and move every open invoice toward a documented outcome.
Map this workflowOperational fit
Built around how facilities service companies actually bill.
recurring contracts, call-outs and pass-through costs.
site service and finance contacts may report different facts.
an unresolved service ticket can delay approval without reaching finance.
join site, contract and payer context before the next action.
One controlled route from signal to outcome.
let ordinary actions run while high-risk or unusual cases wait for a person. Thresholds and approvers are visible before a sequence goes live.
- 01
Evaluate the proposed action
- 02
Compare it with review thresholds
- 03
Present context to the approver
- 04
Record and execute the decision
Xero data contract
Use the ledger as truth. Add the decision layer it lacks.
DueHello monitors receivables from the connected organisation and evaluates each next action against the configured policy. Connect the organisation, choose the accounts and invoice states in scope, then validate sender and approval rules.
Evidence remains attached to the decision.
For this workflow, DueHello keeps threshold matched, approver identity, decision and final action. The team can see what happened without reconstructing it from inboxes.
threshold matched
approver identity
decision and final action
Questions before you put it into production.
How is approval by exception used by a facilities service company?+
DueHello monitors recurring contracts, call-outs and pass-through costs, applies the configured receivables policy and records why each action was sent, paused or routed to contract manager and finance operations.
What data does DueHello use from Xero?+
The workflow uses contact and invoice number, currency, total and amount due, issue date and due date, status and organisation. DueHello monitors receivables from the connected organisation and evaluates each next action against the configured policy.
What stops the approval by exception workflow?+
The workflow stops or changes route when an authorised person approves, edits or rejects the action. DueHello then join site, contract and payer context before the next action.
Does DueHello replace the finance or account team?+
No. DueHello performs the permitted follow-up and brings exceptions to the accountable person with the context and evidence needed to decide.
Map this against real invoices.
Bring one month of recurring contracts, call-outs and pass-through costs. We will map the policy, exceptions and Xero data route with your team.
Book a demo