BizBooks Pro PayFlow gives your team a structured way to request, review, and authorize payments -- without leaving your accounting software or buying a separate tool. Requests come in through a web portal, flow through your approval chain, and land in your queue ready to process.
Companies spend $45-79 per user per month on tools like Bill.com for this. BizBooks Pro includes it with Pro plans and above at no additional charge.
Submitter fills out the form on the web portal
Request enters your configured approval chain
Approvers sign off at each level of the chain
Pay and convert to a journal entry in one click
Less time spent chasing payment requests
Additional cost on Pro plans and above
Accountability with full audit logging
Convert approved request to journal entry
Every tool you need to collect, organize, approve, and record payment requests -- without bolting on third-party software or managing a separate login.
Send your team, freelancers, or vendors a secure invitation link. They create an account, submit their payment or reimbursement request with attached documentation, and track its progress -- all from a browser. No app installation needed on their side.
All incoming requests appear in a single, filterable dashboard within BizBooks Pro. Sort by status, priority, date range, or dollar amount. Search by keyword. Color-coded urgency indicators ensure critical requests get attention first.
Define who needs to sign off and in what order. A volunteer organization might need just one treasurer's approval. A construction firm might require the project manager, then the owner, then the accountant. Build the chain once, assign it to incoming requests.
Need more detail before approving? Ask directly on the request. The submitter sees your message in the portal and replies there. The entire conversation stays attached to the request, not scattered across email or messaging apps.
Submitters attach supporting documents when they create their request. Receipts, contractor invoices, purchase orders, photos of materials -- whatever the approver needs to make a sound decision. Files sync to your desktop and the cloud copy is automatically cleaned up.
Once a request is approved and the payment is made, convert it into a proper double-entry transaction without retyping anything. Pick your debit and credit accounts, confirm the amount and date, and the books are updated with balances recalculated instantly.
When Friday rolls around and there are 30 approved requests waiting, process them in bulk. Select all, filter by category or amount range, then approve or reject the entire batch at once. Every action is individually logged in the audit trail.
Stakeholders stay informed without anyone having to send a manual update. When a request moves through the workflow -- submitted, approved, needs clarification, paid -- the relevant people receive a professional email notification automatically.
Pin custom shortcut buttons to your PayFlow dashboard that launch external tools with a single click. Need to open your bank's bill pay page after approving a batch? One click. Need to check a vendor's billing portal? One click. Link to payroll, internal wikis, or expense policies -- whatever you use during payment processing.
A live PayFlow summary widget appears on your main accounting dashboard the moment requests exist. See how many items are pending, awaiting approval, ready to pay, and needing attention -- and click any number to jump directly into the PayFlow queue without navigating through menus.
Whether you manage five volunteers or five hundred employees, PayFlow adapts to your organizational structure.
Parents buy supplies for events, leaders pay for camping permits, volunteers cover printing costs. Instead of texting receipts or sending email attachments that get lost, they log into the PayFlow portal, fill in the amount, upload the receipt photo, and submit.
The treasurer opens BizBooks Pro, sees all outstanding requests organized by date, approves each one, and converts them into expense transactions. Parents check their own status online -- no more "Did you see my email?" follow-ups.
Project managers at three job sites submit subcontractor invoices and material purchase requests daily. The company owner wants to review anything over $1,000 before the accountant processes payment. Without structure, unapproved payments slip through and invoices go missing.
Each PM submits through the portal. A two-step approval chain routes it to the owner first, then to accounting. The accountant only sees fully authorized requests in her queue. Every dollar is accounted for with a complete paper trail.
An agency works with a rotating roster of freelancers. Each month brings a stack of invoices that need sign-off from the project lead and the finance director. Currently, invoices arrive by email in different formats and get forwarded around until someone acts on them.
Freelancers submit directly through the portal with their invoice attached. The approval chain ensures the project lead confirms deliverables and the finance director authorizes payment. Everything lands in accounting's queue ready to process -- organized, documented, and approved.
A company with teams in North America, Europe, and Asia-Pacific manages hundreds of payment requests each month. Department heads in each region handle local vendors, office leases, and travel expenses in different currencies. Headquarters needs consolidated oversight without micromanaging every transaction from 8,000 miles away.
Each regional office submits requests through PayFlow with supporting documentation attached. Multi-level approval chains route low-value items to local managers and escalate larger expenditures to the CFO. Programmable quick-action buttons let finance staff jump directly to international banking portals for wire transfers. The head office processes approved batches on a set schedule, and every request carries a complete audit trail -- giving leadership full financial transparency across all regions without slowing down day-to-day operations.
Plumbers, electricians, and handymen submit invoices after completing repairs. Tenants occasionally request reimbursements for emergency maintenance they paid out of pocket. The property manager needs to track spend per building and share summaries with owners.
Vendors upload invoices with job photos through the portal. Requests are categorized by property. The property manager approves from a single queue, converts to transactions, and pulls category reports for each building owner -- all within BizBooks Pro.
Most businesses either use expensive standalone software or cobble together a process with email and spreadsheets. BizBooks Pro gives you a better option.
| Feature | Bill.com | SAP Concur | QuickBooks Advanced | BizBooks Pro PayFlow |
|---|---|---|---|---|
| Web portal for submitters | ✓ | ✓ | ✗ | ✓ Built-in |
| Configurable approval chains | ✓ | ✓ | Basic only | ✓ Built-in |
| File attachments on requests | ✓ | ✓ | Limited | ✓ Built-in |
| Threaded messaging per request | ✓ | Partial | ✗ | ✓ Built-in |
| Direct journal entry conversion | Export needed | Sync needed | Indirect | ✓ One-click |
| Bulk batch processing | ✓ | ✓ | ✗ | ✓ Built-in |
| Complete audit trail | ✓ | ✓ | Basic | ✓ Built-in |
| Integrated with your accounting | ✗ Separate product | ✗ Enterprise only | $235/mo plan | ✓ Native |
| Monthly cost | $45-79/user | Custom ($$$$) | $235/mo min | Included (Pro+) |
A 10-person team on Bill.com pays $5,400-$9,480/year just for payment request and approval workflows. With BizBooks Pro (Pro plan and above), that capability ships with your accounting software at no additional cost.
PayFlow is not bolted on as an afterthought. It integrates deeply with BizBooks Pro's accounting engine.
Pin shortcut buttons to your PayFlow dashboard -- open your bank's payment portal, launch payroll, or visit a vendor's website. Tailor the workspace to the way you process payments.
A visual bar chart breaks down request volume and dollar amounts by category. Spot which areas are driving the most spend and identify trends over time -- no export or separate report needed.
Financial data stays on your local machine. The cloud portal is a temporary relay -- once requests sync to your desktop, cloud copies are purged automatically. Your accounting data never depends on a third-party server.
Invite submitters by email with a one-click setup link. Activate, deactivate, or remove portal access at any time. Each user sees only their own requests -- full compartmentalization by default.
BizBooks Pro PayFlow is included with Pro, Accountant Pro, and Enterprise plans. Download today and start processing payment requests the right way.