AP Approval Workflows is a new feature. It automates how bills are routed for review inside ServiceTitan.
What's new?
Before AP Approval Workflows, AP teams used email, paper, or in-person processes to get bills approved. There was no centralized system to enforce consistent controls. With AP Approval Workflows, you configure a sequential workflow in ServiceTitan. Each step defines who must review a bill and under what conditions. Bills that meet your criteria route automatically to the right approver. Bills that don't meet any criteria are auto-approved. Your team focuses only on exceptions that require attention.
Resources
Before and After
Before (Current)
A bill arrives from a vendor.
You forward the bill by email to a manager or controller for approval.
You wait for a response and follow up manually if none arrives.
You track approval status in a separate spreadsheet or by memory.
After receiving confirmation, you mark the bill as reconciled.
Impact: Manual approval processes create delays and risk. Bills can reach payment without proper review.
Try the current workflow in your account.
After
A bill arrives in ServiceTitan.
You select Submit for Approval.
ServiceTitan routes the bill to the right approver based on your configured workflow.
The assigned approver reviews and approves or denies the bill—from ServiceTitan or directly from their email.
Approved bills proceed to export. Denied bills return to your team with a required comment.
Impact: Approvals happen automatically based on your rules. Low-risk bills move forward without manual tracking or delays.
Test the changes in the NEXT environment.
Who uses this feature
All business types
Accountants
Region availability: All regions
How it works for your industry
Residential Service and Replacement
A plumbing company configures a workflow so any bill over $500 routes to the office manager for approval before payment.
Bills under $100 are auto-approved, freeing the bookkeeper to focus on exceptions.
Commercial Service and Replacement
A commercial HVAC company routes all bills with discrepancies to the Accounting manager before payment.
Bills not associated with a purchase order (PO) route to the Controller for review before export.
Bills over $10,000 that pass the Controller step are sent to the CFO for final approval in a two-step sequential workflow.
Residential Construction
A contractor creates a two-step workflow: bills over $1,000 go to the coordinator, and bills over $5,000 go to the Owner.
Subcontractor bills with discrepancies automatically route to the accounting team before payment.
Routine materials bills from approved vendors below a set threshold are auto-approved, keeping projects on schedule.
Commercial Construction
A general contractor routes bills by business unit so each division manager reviews costs for their area.
Bills from vendors not on the approved list route to the Controller before export.
Large bills receive both department-level and executive-level review before payment through a multi-step workflow.
How to Prepare?
If you’re interested in joining the waitlist for this Early Access feature, fill out this form.
Identify which bills require approval. Define criteria such as bill amount, vendor, discrepancies, or purchase order (PO) association.
Confirm the Configure Approval Workflows permission is assigned to the correct roles in Settings.
Train your accounting team on the approval workflow, including how to approve or deny bills and how email notifications work.