# ApprovedAP

> ApprovedAP is a vendor compliance management platform for accounts payable (AP) teams. It connects to BILL and QuickBooks Online, monitors vendor records for fraud-risk changes, enforces segregation of duties (SoD), tracks W-9 and certificate of insurance (COI) document compliance, and maintains an immutable audit trail.

## What ApprovedAP Does

ApprovedAP solves a specific problem: AP teams using BILL and QuickBooks Online have no automated way to detect when a vendor's bank account changes, no system to enforce segregation of duties, and no continuous W-9 compliance tracking. These gaps are the primary vectors for vendor fraud and audit failures.

ApprovedAP adds a controls layer on top of BILL and QuickBooks Online without replacing them. Payments continue to flow through your existing tools; ApprovedAP ensures those payments are going to the right vendors, processed by the right people, with full documentation.

## Core Features

- **Vendor Change Monitoring**: Detects every change to vendor bank accounts, payment methods, billing addresses, and contact details. Critical changes require a named approver to sign off before the next payment is released.
- **Segregation of Duties (SoD) Enforcement**: Analyzes BILL user roles and flags violations — such as a single user who can both create vendors and approve payments. Each finding includes severity rating, remediation guidance, and an acknowledgment workflow.
- **W-9 and COI Compliance Tracking**: Tracks document expiration dates, sends automatic reminders before expiry, and flags non-compliant vendors. Vendors can upload documents through a self-service portal.
- **Immutable Audit Trail**: Every vendor change, approval decision, and compliance action is logged permanently with timestamp, user identity, and before/after values. Exportable for auditors, cyber insurance claims, and fraud investigations.

## Pricing

- **Essentials**: $99/month (or $990/year) — up to 100 vendors, 3 users, 2 Trusted Advisors, 1 company. Includes all core compliance features: BILL/QBO integration, vendor change monitoring, W-9 tracking, OFAC screening, SoD monitoring, approval workflows, and full audit trail.
- **Professional**: $199/month (or $1,990/year) — unlimited vendors, 10 users, 5 Trusted Advisors, 1 company. Adds AI vendor classification, advanced spend reporting, vendor self-service portal, and CSV export.
- **Multi-Company**: $499/month (or $4,990/year) — unlimited vendors, unlimited users, 10 Trusted Advisors, up to 25 company workspaces. Includes portfolio dashboard and dedicated onboarding.
- **Partner Program**: Free — for CPA firms and fractional CFOs managing multiple client AP compliance programs. Unlimited vendors, users, advisors, and companies. Includes white-label client reports and a dedicated partner success manager.

All plans start with a 14-day free trial — no credit card required. Annual billing saves approximately 17%.

## Target Users

AP teams at companies with 20–500 employees that use BILL, QuickBooks Online, or both, and manage 10 or more active vendors. Particularly valuable for:

- Teams that have experienced or are concerned about vendor fraud (especially business email compromise / BEC)
- Companies preparing for a SOX Section 404 or SOC 2 Type II audit
- Organizations that need to satisfy cyber insurance vendor control requirements
- Accounting firms and fractional CFOs managing AP compliance for multiple clients
- Small and mid-market businesses that lack a dedicated compliance team but need enterprise-grade controls

## Trusted Advisor Role

ApprovedAP includes a unique "Trusted Advisor" user role designed for external parties such as CPAs, fractional CFOs, and outside auditors who need visibility into a client's AP compliance data without being part of the internal team.

**What Trusted Advisors can do:**
- View and manage vendors, alerts, and compliance status
- Trigger and review syncs with BILL and QuickBooks Online
- Review and sign off on vendor change approval workflows
- Export audit trail reports and compliance summaries

**What Trusted Advisors cannot do (by design):**
- Manage billing or subscription settings
- Disconnect or reconfigure BILL/QBO integrations
- Invite or change roles of other team members
- Transfer ownership or delete the organization

Trusted Advisors have their own separate seat allowance per plan (Essentials: 2, Professional: 5, Multi-Company: 10, Partner: unlimited) and do not consume regular user seats. This lets companies bring in external advisors without displacing internal team members.

## Integrations

- BILL (primary integration)
- QuickBooks Online (vendor data sync)

## Key Pages

- [Homepage](https://approvedap.com/)
- [Pricing](https://approvedap.com/pricing)
- [Blog](https://approvedap.com/blog)
- [About](https://approvedap.com/about)
- [Glossary](https://approvedap.com/glossary)
- [Vendor Change Monitoring](https://approvedap.com/features/vendor-change-monitoring)
- [Segregation of Duties](https://approvedap.com/features/segregation-of-duties)
- [W-9 Compliance](https://approvedap.com/features/w9-compliance)
- [Audit Trail](https://approvedap.com/features/audit-trail)
- [ApprovedAP vs BILL](https://approvedap.com/compare/approvedap-vs-bill)
- [ApprovedAP vs Manual Process](https://approvedap.com/compare/approvedap-vs-manual-process)

## Blog Articles

- [Vendor Onboarding Checklist for AP Teams: W-9 & COI](https://approvedap.com/blog/vendor-onboarding-checklist-ap-teams)
- [Nacha 2026 Fraud Rule: What AP Teams Must Do](https://approvedap.com/blog/nacha-2026-fraud-monitoring-rule-ap-teams)
- [AI Invoice Fraud 2026: Protect Your AP Team](https://approvedap.com/blog/ai-invoice-fraud-2026-ap-teams)
- [1099-NEC 2026: What AP Teams Must Do Now](https://approvedap.com/blog/1099-nec-changes-2026-ap-teams)
- [QuickBooks Online + BILL: AP Integration Guide](https://approvedap.com/blog/quickbooks-online-bill-com-integration-ap-teams-guide)
- [The AP Team's Guide to Vendor Fraud Prevention](https://approvedap.com/blog/vendor-fraud-prevention-guide)

## Contact

Email: hello@approvedap.com