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Accounting

AP approval watchdog

Malleable continuously prepares the AP work that needs attention so the controller can make the decision instead of rebuilding the context from Ramp, NetSuite, email, and spreadsheets.

Malleable Workflow
Monitor draft and pending-approval Ramp bills over our threshold. For bills due within five days, validate GL and department coding against the budget, detect possible duplicates, and send the controller a review packet with the context they need to decide. Record approved decisions in NetSuite.
Done. I built the workflow below with stages, handoffs, and integrations.

Entry Point

Draft or pending-approval bill in Ramp
Trigger

Watch Bills

Scan draft and pending-approval bills, prioritizing items over the threshold or due within five days.

Ramp
Monitors bill status, due dates, amounts, vendors, and approval state.

Validate Context

Check GL and department coding against budget context and identify likely duplicate payments.

NetSuite
Checks coding, budget context, vendor history, and prior payment records.
Ramp
Supplies bill details and related spend records for duplicate detection.

Review Exception

Needs input

Send the controller a complete packet for bills with a coding issue, duplicate risk, or pending approval.

Slack
Delivers the exception packet and captures the controller's decision.

Record Decision

Apply the approved coding or disposition in NetSuite and continue monitoring unresolved bills.

NetSuite
Records approved decisions and updates the accounting system of record.
Ramp
Updates bill status and keeps pending items under watch.
Watching pending bills and due-date risk...
How It Works
  1. 1Watch Bills: Scan draft and pending-approval bills, prioritizing items over the threshold or due within five days.
  2. 2Validate Context: Check GL and department coding against budget context and identify likely duplicate payments.
  3. 3Review Exception: Send the controller a complete packet for bills with a coding issue, duplicate risk, or pending approval.
  4. 4Record Decision: Apply the approved coding or disposition in NetSuite and continue monitoring unresolved bills.

Why This Works Better with Malleable

The review packet is ready before the follow-up

Coding, budget, due-date, and duplicate-payment context arrive together rather than across separate systems.

People keep the consequential decisions

Malleable prepares and records the work, while the controller decides how an exception should be resolved.

Results

  • Bills at risk are surfaced before they become urgent
  • Controllers review coding and duplicate risks with the supporting context
  • Approved decisions are recorded where the accounting team works

Integrations

RampNetSuiteSlack

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