Financial Management
Streamline purchasing, payments, and reimbursements with multi-tiered approvals, real-time budget visibility, and flexible account coding for any nonprofit.
Core Financial Features
Purchase Request Management
Multi-tiered approval workflows with threshold-based routing and budget controls
Real-Time Budget Tracking
Monitor spending across departments, grants, and projects with instant alerts
Financial Reporting
Executive dashboards with department spend breakdowns and approval velocity metrics
Recurring Payment Automation
Scheduled vendor payments with automatic NTE calculations and status tracking
Payment Processing
Batch creation and approval across ACH, check, bill pay, and auto-draft methods, method-specific email notifications, and unified payment history
Budget Exceptions
Alerts for spending limits and accounting exceptions with required corrections
AI-Powered Reconciliation
Automatic extraction and matching of bank, credit card, Amazon Business, and store account statements into audit-ready package PDFs
Vendor Management
Centralized vendor directory with contracts, payment history, and compliance documents in one record
Transaction Types Supported
Every dollar your organization spends flows through a structured, auditable transaction record.
Purchase Requests
PRVendor purchases with approval routing, account code allocation, and tax calculation
Reimbursements
Employee expense reimbursement with mileage, per diem, and receipt tracking — snap a photo of receipts from your phone
Prepaid Purchases
PR-PDeposit tracking and remaining balance management for upfront commitments
Recurring Payments
RPAutomated scheduled payments with Not-to-Exceed (NTE) limits
Contract Payments
Milestone-based payment scheduling and vendor obligation tracking
Account Payment Requests
APFiscal-year numbered payment requests (AP-YY-NNNNN) batched with other payment types and supported by board approval workflow
Manual Expense Transmittals
TXDocumented coding of unmatched statement charges with structured PDF transmittals and approval workflow
AI-Powered Statement Reconciliation
Upload your monthly statements and let Approvaly do the matching. Line items are extracted automatically, matched to approved requests, and assembled into audit-ready reconciliation packages.
Corporate Credit Cards
Statement charges auto-matched to the right employee's purchase requests, recurring payments, and prepaid purchases — with strict card-to-employee attribution.
Amazon Business
Order IDs read from packing slips match entire orders at full confidence, with subtotal verification that prevents false matches.
Store Accounts
Store charge statements extracted and matched by exact amount to purchase requests, recurring payment schedules, and prepaid purchases.
Bank Statements
Checking and savings statements reconciled line-by-line against approved payments and disbursements — cleared items matched automatically, exceptions flagged for review.
- Automatic matching to purchase requests, recurring payment schedules, and prepaid purchases — ambiguous charges surface as explicit exceptions instead of wrong matches
- Rewards, cash back, and manual adjustments tracked per statement with automatic grand-total math
- Manual expense transmittals — code unmatched charges, attach receipt backup, and route a structured PDF through approval
- Consolidated package PDFs — statement, one-page summary, and every linked receipt in one file, with automatic duplicate-document removal
- Statement archival to SharePoint with a unified archive view and admin-controlled restore
- Three-way matching — purchase orders matched to receipts and invoices before any payment is approved
Multi-Tiered Approval Workflows
Approval Routing Logic
- L1 Routing: Matches requester's assigned approver email
- L2 Escalation: Triggered when amount exceeds L1 limit
- Self-Approval Skip: Auto-escalates to L2 when requester is L1
- Fallback Logic: Uses first active workflow if no match found
Budget Controls & Alerts
- Department Limits: Real-time spending caps per department
- Grant Tracking: Monitor spend against grant restrictions
- Pre-Threshold Alerts: Warn before limits are reached
- Exception Handling: Finance manager approval for overages
Account Code Allocation
Flexible account code allocation for any nonprofit chart of accounts—whether multi-segment codes, program/cost center codes, or grant-based allocations.
- Simple Selection: Choose pre-configured account codes from dropdowns
- Advanced Mapping: Manually select segments with validation and dependency filtering
- Multi-Allocation: Split transactions across multiple accounts by percentage or dollar amount
- Custom Codes: Support for any account code structure your system uses
- Tax Handling: Automatic tax allocation across multiple accounts proportionally