Bill approval workflow UAE owners can run from their phone

You ask in plain English, the AI does the bookkeeping work, and you or your accountant approve the result.

• You ask: “What is waiting for my approval, and is anything unusual?”
• The AI agent: The agent lists bills awaiting your decision and adds notes: a price higher than the supplier's last three bills, a new supplier with no TRN, a possible duplicate, or a bill with no matching purchase order.
• You review: You approve, reject or query each bill. Only approved bills move into the payment run, and every decision is recorded with your name and the time.

Approval rules can be set by amount, by supplier, by expense account or by site. A site supervisor might approve materials up to AED 5,000, the operations manager up to AED 50,000, and the owner anything above. Bills for a new supplier can always go to finance first.

• Thresholds by amount in AED
• Routing by department, site or project
• Two-step approval for large bills
• Automatic approval for small recurring bills
• Delegation while an approver is on leave

Approving is quicker when the obvious questions are already answered. The agent compares each bill with the supplier's history and your purchase orders. If a cement supplier usually charges AED 14 a bag and this bill says AED 17, that is in the note. If the bill matches an order and delivery note exactly, it says so and you can approve with confidence.

A building contractor with four live projects in Abu Dhabi receives about 180 bills a month. Bills under AED 2,000 go to the project engineer, those up to AED 40,000 to the project manager, and everything above to the managing partner. In October, the agent flags a AED 23,600 scaffolding bill that duplicates one already approved under a different invoice number. The project manager rejects it before it reaches the payment run.

Groups with several companies, and accounting firms running books for clients, often need more detailed rules than the defaults. Advanced role-based access is available on the Business plan, and we can set up rule sets with you by email at hello@hellobooks.ai.