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AI turns your documents and emails into organised projects

Where Excellence Meets Efficiency.
Professional services, beautifully orchestrated.

ApprovedFlow is a project management platform that keeps projects, tasks, documents, formal approvals, costs and billing in one place.

See what is moving, who must act next and what is ready to invoice.

No account needed — see your workspace take shape right there.
For every firm and institution whose work runs as projects — engagements, programmes, sites, cohorts or grants.
Invoice readyUSD 1.2M ready to send
ApprovedFlow · Executive DeliveryIllustrative workspace
Executive delivery overview
Active projects1814 on track
Awaiting approval72 due today
ReceivablesUSD 4.2MUSD 1.1M due
Programme delivery flow78% complete
PlanScope & milestones
ApproveFormal sign-off
3
DeliverEvidence captured
4
CollectInvoice & payment
Training ProgrammeUSD 680KReady
Research ProjectUSD 415KSent
Client EngagementUSD 290KPaid
Delivery by month
Pending decisions72 due today
Avg. decision time1.8dthis quarter
Audit events3,412fully logged
Awaiting your decisiontry it
Milestone — Research Project
Invoice — Training Programme
Expense — Client Engagement
Every action logged — identity, time, comment
On track14 / 18projects
Overdue deliverables62 escalated
Hours logged1,940this month
Portfolio timelineGantt
Client Engagement
Research Project
Training Programme
Fit-Out Phase 2
Internal team64employees
External collaborators178non-seated
Client organizations23active
One workspace, every roledirectory
LHLena H. — Project ManagerEmployee
OKOmar K. — Delivery ConsultantConsultant
AFApex Fit-Out Co.Vendor
NTNorthbridge Training InstituteClient
Internal 64External 178
Approval recordedFull audit trail preserved
Approve the milestone. Prepare the invoice. Track it through collection.
One brain across every project

Monday, 9:12 AM.
A new request lands — and your history answers it.

Every project you have ever run — documents, prices, people, outcomes — is one knowledge base.

Kickoff: the agreement signed, the timeline already alive
9:12 — You ask in your own words. AI-powered search returns every similar project, document, rate and lesson — not just the folder you remembered.
9:14 — The proposal drafts itself from your history: past scopes become the structure, real delivered costs become the recommended pricing.
9:20 — The template of your best similar project locks the phases, deliverables and approval route. You adapt — not start blank.
9:26 — Resource estimates across the whole organization show who is actually available, planned across the phases — before you promise a date.
9:31 — A timeline in a few clicks: milestones and assignments drafted by AI, yours to adjust and approve.
9:33 — On the portfolio dashboard, one project is slipping — and you see why, not just where: the resource, the vendor or the dependency, named.
Proposal out 9:33 · built from six past projects · every step approved by a person
AI drafts. People decide.Every suggestion is applied by a named person, on the record.
The governed operating loop

Replace fragmented handoffs with visible control.

ApprovedFlow connects work, decisions, evidence and financial follow-through — so teams know what must happen, who decides, what proves completion, and what becomes payable or billable.

01 · Plan

Structure complex work

Projects, scopes, WBS, milestones, tasks, dependencies, people, budgets and documents stay connected.

02 · Approve

Govern decisions

Route project, expense, variation, milestone, invoice and payment decisions with authority and history.

03 · Deliver

Prove completion

Capture assignments, timesheets, deliverables, versions, comments, evidence and ownership where work happens.

04 · Collect

Complete the financial path

Connect milestone billing, invoices, obligations, receivables, payment evidence and collection without losing context.

What the product actually does

More control than spreadsheets. Less complexity than ERP.

Delivery, planned in time
Delivery

Project delivery

Projects, phases, Gantt, resources, documents.

A decision, stamped once
Approvals

Governed decisions

Authority, history, evidence — on the record.

The money, kept whole
Finance

Project finance

Billing, invoices, receivables, payment proof.

AI-assisted execution
AI

AI-assisted execution

Drafts with context — applied by people, logged.

The money survives the journey

From the first order to the collected payment.

The number you sign is the number that reaches your bank. Planned, proven, invoiced and collected — one thread, end to end.

01

Vendor delivers

Work is completed and handed over.

Vendor delivers
02

Evidence uploaded

Photos, documents and notes uploaded against the milestone.

Evidence uploaded
03

Your engineer verifies

Checks the work and confirms it meets the requirements.

Your engineer verifies
04

Returned with a comment

If something isn't right, it goes back with a clear comment.

05

Approval chain signs

Each approver reviews and signs. Every name recorded.

Approval chain signs
06

Payment released

Once approved, payment is released without delay.

Payment released
07

Both sides see the same record

Everyone works from one source of truth.

Both sides see the same record
The decision is the easy part

All of that — for this.

Self-start

Free organization

USD 0
  • 3 people and 3 active projects
  • Free
  • The core works in full
  • No card
Start free
Most teams start here

Pay for the people who use it

Only people who sign in — externals join free, within a collaboration allowance.

USD 15

per person / month

AI assistant included
People who sign in5
Workspace capacity

More than 160 projects — talk to us for a proposal

Billing
Your yearUSD 7505×15 × 10 months (yearly — 2 months free)Two months free — USD 150 saved

Modules are only for the people who need them.

Start with this team →

Institutional

Proposal-led deployment

Tailored
  • Bought the way institutions buy — proposal, purchase order, invoice, bank transfer
  • A four-week proof of value at a fixed price, credited to your implementation
  • We set it up, move your data and train your people
  • On your own servers, if you wish
  • Single sign-on with your login
  • One fixed price for the year
Talk to us
What do you need?
A pen signing a sealed approval
Nothing here punishes you for changing your mindGrow mid-year and you see the price first, approve it, and pay only for the days remaining. Reduce whenever you like — it takes effect at your renewal.
Where work gets stuck

Six ordinary moments.
Six avoidable delays.

Different organisations, same problem: the work is done, but the decision, evidence or invoice is somewhere else. Here is exactly what ApprovedFlow changes.

Fit-out & interiors10:20 AM

The variation is already built. The approval is still in WhatsApp.

The site team has the photos. The client approved in a message nobody can find. Finance will not bill it.

✓One variation record: drawing, cost, evidence, decision — ready to invoice.
Engineering & cost consulting2:15 PM

The BOQ changed. Three teams are working from three versions.

The designer updated the scope. Three versions in play — nobody knows which one the client accepted.

✓Latest document, budget effect and named approval stay together.
Events & exhibitionsFive days to opening

A supplier is late. Everyone knows except the client.

The team is chasing calls. No owner for the fix, no client decision — the milestone at risk.

✓Delay, owner, recovery and client decision — one job, before opening day.
Training organisationsThe morning after the course

The training finished. The invoice still cannot leave.

Attendance is on paper. Certificates missing, delivery unconfirmed, finance waiting.

✓Attendance, confirmation and certificates complete the record — invoice ready.
Universities & research20 minutes to committee

The committee is meeting. Nobody has the complete evidence pack.

The latest report is in one folder. Evidence in another, the approval buried in email.

✓Milestone, evidence, budget and decisions open from one record.
Foundations & programmesDonor review day

The donor asks what changed and where the money went.

Delivery updates, spending and outcomes live in separate reports. The team can explain the work — but cannot prove the chain.

✓Activities, evidence, approvals and spending stay linked — the story always visible.
A navy vault opening on golden light

Finished before the weekend.
Billable by 8:07 the first morning back.

Start free with 3 people and 3 projects — the core works in full, and no card. The barrier between you and that calmer morning is one form, and it takes four minutes.

Start free See pricing again