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Getting an invoice signed off should be simple – but in many small and mid-size businesses (SMBs), the process is anything but. Delays happen, miscommunications creep in, and valuable time is wasted chasing approvals that never seem to land in the right inbox. This might not sound all that serious, but when multiplied across dozens or hundreds of payments, it can create a big mess.
At best, it slows down your finance team. At worst, it damages supplier trust and interrupts cash flow. And while approvals are just one part of the wider accounts payable process, they often set the pace for everything else. If they’re held up, the whole system feels it.
In this blog, we’ll take a practical look at what makes invoice approval workflows veer off the rails, and how modern tools can help you approve invoices quickly and keep things running smoothly.
If you're ready to take control of your approvals, book a free demo or visit ExpenseOnDemand today for more info.
Many SMBs still use outdated methods to handle invoices, like manual invoice approval processes. Paperwork gets passed between desks willy-nilly. Emails are forwarded manually. And spreadsheet records are relied on too heavily. These systems are hard to track and offer little visibility. If something goes missing, there’s often no clear trail to follow. Keeping everything in one place and automated invoice processing ensures everything is tracked and recorded, ready for you to review when needed.
Forbes highlights another advantage of ditching manual processes for automation: you’ll have full visibility over future invoices because the purchase order data has already been recorded, which allows for better future planning and means fewer surprises for your finance team.
A common challenge is the lack of clarity around who needs to approve what. In some teams, invoices are delayed because no one’s sure who should be doing the final approval. In others, multiple people are copied in, and everyone assumes someone else will deal with it. This lack of accountability can slow down an otherwise functional workflow.
Even if invoice approval works well in isolation, problems can arise when it's disconnected from expense management. For example, if a travel expense invoice needs verifying against mileage claims or receipts, having those in a separate system makes things 10 times harder.
SAP Concur reports that 86% of finance leaders agreed that their invoice, travel, and expense systems would benefit from being better connected to give a single view of spend.
With our ExpenseOnDemand automation software, invoice approval automation and expense management happen in the same space. Your team can upload receipts using our receipt scanner, track trips using the mileage tracking app, and monitor approval progress without switching between tools. That means less admin and gives your finance team a more complete picture.
You can also read how our OCR invoice scanning feature helps with cleaner, faster processing.
Good invoice approval systems take the guesswork out of who signs off what. Invoice approval rules are set based on department, spend thresholds, or supplier types, and invoices are sent to the right people automatically – without any of the cumbersome manual admin.
Sage tells us that automation can ease the admin load on busy finance teams, helping to speed up invoice approvals.
Automated workflows generate a full audit trail, so it’s easy to track the status of each invoice. You can instantly see what’s been approved, what’s waiting, and where bottlenecks are forming. This kind of visibility makes audits easier and helps managers feel more confident in their team’s financial data.
Did you know that 51% of suppliers claim their buyers pay late in 2025? A figure that has dramatically increased from 34% in 2020, according to Forbes, which is worrying for many businesses.
Delays in invoice approval can have knock-on effects. A late payment might result in penalties or missed discounts, and suppliers may become hesitant to offer favourable terms. Automating approvals helps your business keep pace without constant manual follow-up.
Manual data entry is prone to mistakes, whether it’s a duplicate invoice or a mistyped number. Automation reduces those risks by capturing and processing invoice data consistently. That results in cleaner reports and more reliable forecasting, while avoiding issues like duplicate payments.
Automation takes pressure off your finance team by removing repetitive tasks. They can spend less time chasing approvals and more time focusing on strategic decisions. Since workflows aren't tied to individual inboxes, you’re also less likely to run into delays when key team members are off.
Consistent, timely invoice approval builds trust with suppliers. It helps create a reputation for reliability, which can lead to better terms and smoother negotiations. In contrast, inconsistent payments can damage those relationships and reduce your leverage.
As your team expands or your structure shifts, it helps to have systems that are easy to update. Flexible workflows let you adjust approval rules without starting from scratch.
Our ExpenseOnDemand software allows you to adapt workflows as your team grows or your structure evolves. Whether you're onboarding new approvers or changing your approval thresholds, updates are quick to make, so your process never falls out of sync with your business needs.
When approvals are automated, employees no longer need to chase managers or ask who to send invoices to. The platform handles routing and notifications, freeing up time and reducing stress.
The more accurate and up-to-date your invoice and expense data is, the better your team can analyse spending patterns in your accounting system. That supports smarter budgeting and planning, especially when cash flow is tight.
Invoice approval shouldn’t be a headache.
When it runs well, it supports stronger supplier relationships, helps your team stay on top of spending, and improves accuracy across the accounts payable process.
With the ExpenseOnDemand software, SMBs can unify invoice and expense management in a single, easy-to-use platform. That means fewer delays and less admin, as well as better control of your business finances.
Book a demo today to see how smarter approval and expense tracking can support your growth.
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