Key takeaways
- Invoice and purchasing approvals: Partly. Approvals exist for purchase orders (toggle plus an 'Approve Purchase Orders' user permission; Medium, Large and Practice Edition) and for employee expense claims (Large). However, no approval step for bills (purchase invoices) and no configurable multi-level routing is documented.
- Expense claim approvals: Partly. Employee Expenses (submit for approval; manager approves; approval raises a bill payable to the employee; mileage at HMRC or manual rates) is included only on the Large plan.
- Vergo approvals are optional and run before coded spend posts into Clear Books.
Where should you go next?
- Clear Books AP and expense features: what's included and what to add
- Vergo's Clear Books integration
- Get started with Vergo
What Clear Books includes
Invoice and purchasing approvals
Partly. Approvals exist for purchase orders (toggle plus an 'Approve Purchase Orders' user permission; Medium, Large and Practice Edition) and for employee expense claims (Large). However, no approval step for bills (purchase invoices) and no configurable multi-level routing is documented.
Expense claim approvals
Partly. Employee Expenses (submit for approval; manager approves; approval raises a bill payable to the employee; mileage at HMRC or manual rates) is included only on the Large plan.
What teams add alongside it
- AP invoice capture / OCR (vendor add-on on company plans)
- Employee expense management for Small/Medium plans
- Bill approval workflow tool
Where Vergo fits with Clear Books
Vergo adds approvals on the spend before it reaches Clear Books. Approval workflows are optional and fit how you already control spend: route by GL account, by amount, or by project — or skip approval flows entirely and let policy flags catch only what breaks a rule. Approved card spend posts into Clear Books, coded to your account code, VAT rate and project.
Frequently Asked Questions
Does it depend on the Clear Books edition or add-ons?
Approvals exist for purchase orders (toggle plus an 'Approve Purchase Orders' user permission; Medium, Large and Practice Edition) and for employee expense claims (Large). Employee Expenses (submit for approval; manager approves; approval raises a bill payable to the employee; mileage at HMRC or manual rates) is included only on the Large plan.
Can Vergo route approvals by project?
Yes. Route by GL account, by amount or by project, or skip approval flows and let policy flags catch only what breaks a rule.
What happens after approval in Vergo?
The coded card spend posts into Clear Books, with its receipt.
