Invoice approvals shouldn’t rely on chasing people for sign-off. Many Australian finance teams still manage invoice approvals using emails and spreadsheets. This slows down approvals, increases GST risk, and makes it harder to track where invoices are stuck. This guide explains what an invoice approval workflow is, why invoice approvals get delayed, and how Australian businesses can build a faster, more controlled approval process.
What is an invoice approval workflow?
An invoice approval workflow is the step-by-step process an invoice follows before it is paid.
For Australian businesses, an invoice approval process usually includes:
● Verifying supplier and invoice details
● Checking GST has been applied correctly
● Matching invoices to purchase orders
● Routing invoices to the correct approvers
● Recording approvals for audit and compliance
A clear invoice approval workflow ensures invoices are approved consistently, spend is authorised, and every decision is traceable.
Why invoice approvals get stuck
Invoice approvals slow down for common reasons across Australian finance teams.
● Unclear ownership Invoices arrive in shared inboxes with no defined approver.
● Inconsistent approval rules Different teams follow different invoice approval processes.
● Manual checks GST, totals, and supplier details are reviewed manually, increasing errors.
● No visibility Finance teams cannot easily see who is holding an invoice or how long approvals are
taking.
These issues lead to delayed payments, supplier frustration, and poor cash flow visibility.
How to build a faster, controlled workflow
Australian businesses can improve invoice approvals by standardising and automating the workflow.
1. Define approval rules Set rules based on invoice value, department, or supplier type.
2. Standardise invoice intake All invoices should enter one invoice approval system.
3. Automate approval routing Invoices route automatically to the right approvers.
4. Track status in one place Finance teams can see pending approvals and bottlenecks in real time.
Best practice checklist
A strong invoice approval workflow should:
● Apply consistent approval rules
● Capture and validate GST correctly
● Reduce manual handling
● Maintain a complete audit trail
● Support on-time supplier payments
If your invoice approval process cannot do all of the above, automation is likely required.
Oliver is Zahara’s Digital Marketing Manager, bringing a strong mix of SEO, PPC, and website expertise built from years in agency life. Outside of work, he balances time between his art studio, teaching traditional kung fu, and travelling with his family.
TL;DR
A strong invoice approval workflow uses clear rules, consistent approval paths, and real-time visibility. Automating invoice approvals helps Australian finance teams reduce delays, maintain control, and stay audit-ready.
FAQs
Quick answers to the questions we hear most often — so you can find what you need fast, avoid the jargon, and move on with confidence.
Invoice approval software automates how invoices are reviewed and approved, replacing manual email and spreadsheet-based processes.
Automation helps Australian businesses reduce delays, improve GST accuracy, and maintain clear audit trails.
Any business processing multiple invoices each month benefits from structured invoice approval workflows.
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