OUT-01
An approval workflow with reminders
Every invoice routed to the right approver, with reminders that nudge until it’s signed off — so nothing sits in an inbox unseen.
Replaces: email threads · forwarded PDFs · "did you approve this?"
DRAWING NO. OPS·FIN·01 SHEET 1 / 1 REV. A
Your invoice approvals,
drawn to spec.
When sign-off lives in email threads, invoices stall in someone’s inbox and payments go late. We draft an invoice approval workflow around how your finance team actually works — routed approvals with reminders, a status dashboard everyone can see, a clean audit trail.
Scoped before you commit. Connects to Xero · QuickBooks · Sage. Live in weeks.
Where finance quietly leaks.
Approval pain rarely announces itself — it’s the invoice you only chase once it’s overdue. Logged here, the way a finance reviewer would.
- 01 Approvals chased over email Sign-off lives in forwarded threads, so the same invoice gets nudged again and again. UNRESOLVED
- 02 Documents lost The PO, the receipt, the attachment — half of them go missing when it’s time to approve. UNRESOLVED
- 03 No audit trail Nobody can say who approved what, or when, without digging through inboxes. UNRESOLVED
- 04 Payments go late Approvals sit untouched, so bills slip past their due date and suppliers chase you. UNRESOLVED
- 05 Reporting stitched by hand Finance numbers get cobbled together from exports instead of being there already. UNRESOLVED
- 06 Multi-company won’t reconcile Each entity keeps its own version, and the group numbers never quite line up. UNRESOLVED
SECTION 03 · TOLERANCE Too messy for spreadsheets.
Too messy for spreadsheets.
Too lean for heavyweight software.
There’s a band between a whiteboard and a year-long rollout. We build for exactly that band — a system sized to the business you run now, drafted to how your team already works instead of forcing it onto someone else’s template.
OPSMAVIX
Spreadsheets & manual workcheap · fragile · invisible
Heavyweight rolloutslow · rigid · oversized
What we draft into one system.
Three outcomes, each replacing a stack of manual workarounds. Sold as a result, built around how your finance team already works.
OUT-02
A status everyone can see
One finance approval dashboard showing every invoice, where it’s stuck and who owns the next step — no more asking around.
Replaces: shared spreadsheets · status calls · inbox archaeology
OUT-03
A clean audit trail + multi-company reporting
Who approved what and when, kept automatically, with finance reporting that reconciles across every company in one view.
Replaces: manual reports · stitched exports · per-entity spreadsheets
Same invoice. One drawing apart.
AS-IS · NO SYSTEM
A supplier invoice lands by email and gets forwarded for sign-off. It sits unread in someone’s inbox for two weeks — nobody notices until the supplier calls about a late payment.
✕ Paid late
TO-BE · WITH OPSMAVIX
The invoice is captured, routed to the right approver and chased by automatic reminders. The dashboard shows it pending, it’s approved within a day, and it’s paid on time with a full record of who signed off.
✓ Approved on time
Three build sizes. Fixed scope.
Pick the band you’re in — the exact number lands in your plan before anything gets built.
A Starter Fix $3k–$10k A focused invoice approval workflow with reminders and a status view.
B Growth System $10k–$25k Approval routing, document capture, an audit trail and a finance approval dashboard.
C Operations Platform $25k+ A connected finance system with approvals and multi-company finance reporting.
See which band fits you → No clients under $3k. Delivery guaranteed, not promised.
Drafting notes.
N01Do we replace our accounting system?
No. We don’t replace Xero, QuickBooks or Sage — we add the approval and reporting layer around them. Your accounting tool stays the system of record; we build the workflow, dashboard and audit trail that sit on top.
N02Isn’t this just heavyweight finance software with a new name?
No. We build a focused invoice approval system around how your finance team already works — sized to the business you run now, and live in weeks, not a year-long rollout.
N03How long does it take?
Weeks, not months. We scope it up front, build in checkpoints you sign off, and launch with support.
N04What does it cost?
Most finance builds land between $3k and $25k+, fixed-scope. You get the exact number in your plan before you commit to building anything.
APPROVED FOR ISSUE Tell us where approvals stall.
Tell us where approvals stall.
We’ll show you the fix.
Register in two minutes. We map how your finance approvals actually run and show you exactly what one system would fix first — no commitment to build.