A complete payment request, approval, and processing workflow system built directly into your accounting software. Your team submits requests. You review, approve, and pay -- all in one place. No extra subscriptions. No separate tools.
Replaces tools like Bill.com ($45-79/user/mo) and Tipalti ($$$). Included with Pro, Accountant Pro, and Enterprise plans.
A streamlined workflow that eliminates scattered emails, lost receipts, and manual tracking.
Team member submits request via cloud portal
Request syncs to your desktop app queue
Multi-level approval chain processes it
Execute payment through your bank
One-click converts to a journal entry
Kantivo PayFlow replaces scattered emails, shared spreadsheets, and expensive third-party approval tools with a single, integrated workflow.
Give your team, clients, and vendors a dedicated web portal to submit payment and reimbursement requests. They log in, fill out the form, attach receipts, and submit. No software installation required on their end.
Every request lands in your PayFlow dashboard inside the desktop app, organized by status and priority. Filter by date range, amount, category, or search by keyword. No more digging through email threads.
Build approval workflows that match your organization's structure. A simple one-person sign-off for small teams, or multi-level sequential approvals for larger operations where requests need sign-off from a manager, then an owner, then accounting.
Every request has its own communication thread. Ask for clarification, request additional documentation, or provide instructions -- all tied to the specific request. No more context-switching between email and your accounting software.
Receipts, invoices, contracts, screenshots -- submitters attach everything the approver needs to make a decision. Files sync to your local machine so nothing lives in the cloud permanently.
When a request is approved and paid, convert it to a proper double-entry journal entry with one click. Select debit and credit accounts, add a memo, and the transaction is recorded with full audit trail and balances updated automatically.
Process multiple requests at once. Select all pending requests that meet your criteria and approve or reject them in bulk. Ideal for organizations that process dozens of requests weekly.
Keep everyone informed without manual follow-up. Portal users receive branded email notifications when their request status changes, when more information is needed, or when payment is complete.
Add custom shortcut buttons directly on your PayFlow dashboard that open external tools in one click. Open your bank's payment portal, launch your payroll system, jump to a vendor's billing page, or link to your expense policy. No more hunting through bookmarks or switching tabs mid-workflow.
PayFlow stats appear directly on your main accounting dashboard -- pending requests, awaiting approval, ready to pay, and items needing attention. Click any stat to jump straight into the PayFlow queue. You never miss a request because it is always visible from the moment you open the app.
Parents and volunteers constantly email reimbursement requests with receipts attached -- camping supplies, badge materials, event expenses. The treasurer spends hours each month sorting through email threads, matching receipts to requests, and tracking who has been paid.
Three project managers run different job sites, each with subcontractors and material purchases. Payment requests need approval from both the PM and the company owner before the accountant processes them. With dozens of requests per week, things fall through the cracks constantly.
A growing agency works with 15+ freelancers who submit invoices on different schedules. The operations manager needs to verify hours, the creative director needs to confirm deliverables, and the CFO needs to authorize anything over $2,000.
A company with operations in the US, UK, Germany, and Singapore processes hundreds of payment requests per month across departments -- procurement, HR, facilities, marketing, and field operations. Regional directors authorize spending within their territory, but anything above a threshold requires executive sign-off from headquarters. The finance team needs a single system of record across all locations, currencies, and time zones.
Maintenance staff, tenants, and repair vendors all need to submit expense and reimbursement requests tied to specific properties. The property manager approves, the accounting firm records the transactions, and the building owner needs visibility into total spend.
Other tools charge per user, per month, as a separate subscription. Kantivo PayFlow is included with Pro plans and above at no additional cost.
| Capability | Bill.com (BILL) | Expensify | QuickBooks Online | Kantivo PayFlow |
|---|---|---|---|---|
| Payment request submission | ✓ | ✓ | ✗ | ✓ Included |
| Multi-level approval chains | ✓ | Limited | Advanced tier only | ✓ Included |
| Cloud portal for submitters | ✓ | ✓ | ✗ | ✓ Included |
| Document attachments | ✓ | ✓ | Basic | ✓ Included |
| Message thread per request | ✓ | ✗ | ✗ | ✓ Included |
| Convert to journal entry | Export required | ✗ | Partial | ✓ One-click |
| Batch processing | ✓ | ✓ | ✗ | ✓ Included |
| Full audit trail | ✓ | Limited | Limited | ✓ Included |
| Email notifications | ✓ | ✓ | Basic | ✓ Included |
| Built into accounting software | ✗ Separate product | ✗ Separate product | $235/mo tier only | ✓ Built-in |
| Price | $45-79/user/month | $5-18/user/month | $235/mo (Advanced tier) | Included (Pro+) |
A business with 10 users on Bill.com spends $450-790/month just for payment request and approval workflows.
With Kantivo Pro, that same capability is included at no extra cost.
PayFlow is deeply integrated into the Kantivo accounting experience. These features work together seamlessly.
Add shortcut buttons to your PayFlow dashboard for common actions -- open your bank portal, launch your payroll system, or jump to a vendor's website. Customize your workflow to match how you actually work.
Visualize where the money is going with automatic spend-by-category bar charts. See at a glance which categories are consuming the most budget and spot trends before they become problems.
Your financial data never lives in the cloud permanently. The cloud portal is a temporary relay -- requests sync to your local machine and cloud copies are automatically purged after 30 days. Your data, your hardware, your control.
Invite submitters by email, manage their access, activate or deactivate accounts at any time. Each portal user can only see their own requests, keeping information compartmentalized and secure.
Kantivo PayFlow is included with Pro plans and above. Start your free 30-day trial and see how much time and money you save by bringing payment workflows inside your accounting software.