Bill Approval Eligibility

Aplos Core is required to enable Bill Approval.

Enabling Approval Pay In Aplos

Bill Approval is an add-on feature to your subscription. If you wish to enable the feature, visit the Subscription page under the Settings section, select “Change Subscription,” and then add “Bill Approval.” You can also disable Bill Approval from this screen.

You must be an Administrator of your Aplos account to change the subscription. If your account is in a contract, you can contact your Customer Success Manager to get access to Bill Approval.

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How Much Does Bill Approval Cost?

The monthly fee for Bill Approval is $40 per month for 10 ACH payments per month and $0.50 for each additional payment. This is in addition to your regular Aplos subscription. Unused ACH payments do not roll over to the next month.

Creating An Approval Workflow

Bill Approval allows your organization to send bills to approvers for electronic approval. It tracks the status of approvals, and then you can pay the bills once they are approved. This is completed through the Bill Approval Approval Workflows. To learn more about how to create and manage an approval workflow, review our Approval Workflow guide. 

Approval Notifications

When a bill is assigned an approval workflow, a notification process is initiated and a series of emails are sent to the corresponding approvers that a bill needs to be reviewed and approved. If a bill is rejected or approved, a notification email will be sent to the creator of the bill to finalize the payment. Learn more about the different types of email notifications that are sent.

Creating A Bill 

You can start recording new bills as you receive them. If you've never created a bill before, we recommend spending some time reading through our Creating A Bill guide, where you'll find all the details for how to create a new bill, including what information you'll need to include and how to assign expense accounts for the bill.

After you've created your first bill, it will show up in your list of bills, and you can start recording payments for it.

Approving A Bill

If your subscription includes Bill Approval, you can have an approval workflow assigned to bills. You can then assign users as approvers for this bill and monitor the status of approvals. To learn more about the bill approval process, review our Approving a Payable resource.

Paying A Bill

Once bills are ready to be paid, you can view them on the Bills to Pay screen. From there, you'll see any outstanding bills with amounts that have been paid as well as the remaining balances. You'll review and pay bills via electronic payment, by check, or by offline payments. Learn more about the different options to pay bills.

Managing Pending Bills

Assigning an approval workflow to a bill adds a layer of security by sending bills to users for electronic approval. Monitor the status of approvals to keep payments on schedule and ensure separation of duties with multiple approvers before a payment is made. Learn more about Managing Pending Bills.