The Approvdit Product Guide: Every Feature Explained (2026)

Approvdit is an approval and decision workflow platform: requests enter governed pipelines, route to the right approvers through rule-based stages, and leave a tamper-evident audit trail — with approved data pushing automatically to QuickBooks Online and Google Sheets.

This page is the map of the entire product. Each section covers one area of the platform, what it does, and links to the detailed guide. Evaluating Approvdit? Read top to bottom. Setting it up? Jump to your area. For the methodology behind the product, see Approval Workflows: The Complete Guide, Accounts Payable Approval, and Internal Controls for Approvals.

The core concept

Approvdit runs on one model, applied to every decision type: an Organization holds its Users and Vendors; Workflows define how requests move; Requests carry the documents, amounts, and bank details; and the audit trail records every action taken on every request, permanently. The full walkthrough: The Conceptual Framework.

In one line: a user submits a request into a workflow → the workflow routes it through approval stages → each decision lands on the audit trail → final approval triggers QuickBooks, Google Sheets, and reporting.

Organizations, users, and roles

Every company runs as an isolated tenant — multi-tenant data isolation means your data is never visible to any other organization. Within your organization, three roles: Administrators (full control — workflows, vendors, users, settings), Auditors (read-only visibility of everything, submission and approval rights nowhere), and Users (submit requests, approve their assigned stages). Inviting, activating, and deactivating: Inviting Users & Managing Roles. Company configuration: Setting Up Your Organization.

Deactivating a user revokes access instantly — but their historical audit trail remains intact, forever.

Departments

Every user belongs to one department, and every request they submit carries it automatically — no tagging, no guessing. Spend, volume, and turnaround are then reportable per team, and workflows can be scoped per department so each team sees its own processes.

Vendors

The vendor master is the verified source of payee data: names, categories, and complete banking details held centrally. New vendors don't walk in — they wait in an approval queue until named approvers verify them, and vendors tied to historical requests can never be deleted. When a user submits a request and selects a vendor, banking details auto-fill from the verified master — eliminating the typing errors and the invoice-fraud vector in one move.

Workflows

The workflow builder creates the approval pipelines: unlimited stages, each with named approvers, an "all must approve" or "any one of" condition, and a deadline. Edit a live workflow and Approvdit creates a new version — requests already in flight finish on the old version, so a process change never breaks a live approval chain. The full mechanics: Creating Dynamic Workflows. Workflow-type guides: Invoice Approval Workflow, Payment Approval Workflow, Procurement Approval Workflow, and HR Approval Workflow.

Requests: from submission to decision

Users submit requests into any workflow they're assigned to — bills, payments, purchases, hires, contracts, budgets — with documents attached, amounts, currencies, and vendor bank details auto-filled. Approvers work in the master/detail approval center: the request list on the left, full details on the right, invoices viewable inline without downloading. Five actions cover every situation: Approve, Reject, Hold, Ping, and Revoke.

The dashboard

The dashboard is the command center: approval volume and vendor breakdown over six months, average turnaround, and color-coded bottleneck timers — green under 4 hours, yellow to 24, red beyond. Requests pending more than 3 days escalate to aging alerts so nothing waits silently. How the timers work: Dashboard Bottlenecks & Aging Alerts.

Reports

Two report engines. Finance reports: filter by date, vendor, workflow, status, and currency, select exact columns, and export a clean formatted Excel file — savable as templates for one-click regeneration next month: Building Custom Finance Reports. Audit reports: the complete action timeline, grouped by request, showing who did what, when, and at which stage — built for compliance officers and external auditors: Exporting Audit Trail Timelines.

Integrations

QuickBooks Online — native OAuth, no middleware. Approved bills push as drafts with invoice attachments carried over; your existing QuickBooks vendor list imports in one click, auto-tagged local or international. You choose the trigger stage: final approval, or any stage you define. Full guide: QuickBooks Online Integration, and the complete setup walkthrough: QuickBooks Approval Workflow.

Google Sheets — the in-house sync connects your Google account directly and maps Approvdit fields to your sheet columns. Approved data lands in your master tracker the second a request clears. Full guide: Native Google Sheets Sync, and the tracker playbook: Google Sheets Approval Tracker.

Security and compliance

• Mandatory 2FA — TOTP for every account, hashed recovery codes
• Encryption at rest — bank details, OAuth tokens, and 2FA secrets, under independent key classes
• Tamper-evident audit trail — hash-chained records that no one, including administrators, can edit: Unbroken Audit Trails
• Multi-tenant isolation — every query scoped to your organization: Multi-Tenant Data Isolation
• Smart Revoke — reverse a mistaken approval by appending a correction, never overwriting: How Smart Revoke Protects Compliance

How it all fits together

1. A user submits a request — documents attached, bank details auto-filled from the verified vendor master
2. The workflow routes it — matrix rules applied automatically, deadlines running
3. Approvers act — approve, reject, hold, or ping, every decision timestamped and attributed
4. Evidence accumulates — the hash-chained trail grows with every action
5. Final approval triggers the push — QuickBooks draft, Sheets row, dashboard update
6. Reports close the loop — finance exports for accounting, audit exports for compliance

Pricing

Flat-rate: $149/month covers up to 100 active users — the bill doesn't move when you hire. Above 100 users, $250/month base. Google Sheets sync +$49/month; custom accounting API by quote. 3-day free trial, no credit card. The reasoning: Understanding Flat-Rate Pricing, the numbers: pricing page.

Frequently Asked Questions

What is Approvdit?

An approval and decision workflow platform — governed routing, verified payee data, and a tamper-evident audit trail for every business decision, with native QuickBooks and Google Sheets integration.

Who is Approvdit for?

Growing companies (roughly 20–300 employees) that have outgrown email approvals but don't want per-user enterprise pricing — finance, procurement, HR, and operations teams.

How much does Approvdit cost?

$149/month flat for up to 100 users — no per-user fees. $250/month base above 100, with +$100 per additional 50 users.

Does Approvdit integrate with QuickBooks?

Natively, via OAuth — approved bills push as drafts with attachments, and QuickBooks vendors sync in one click. No Zapier, no middleware.

Can an approval be reversed?

Yes — Smart Revoke returns the request to your stage while preserving the original record and the reason for the reversal. The audit trail stays unbroken.

The fastest way to evaluate any of this is to see it running with your own approval chain — 30 minutes, your workflows, no slides. Book a live demo.