Aplos Automated Disbursement Approval Routing
Every morning, WebRun opens Aplos and checks for any disbursement transactions or bill payments entered since the prior run that exceed your approval threshold. For each, it drafts an approval request in Gmail addressed to the designated board member or finance committee, posts a summary to the approval Slack channel, and leaves everything unsent until a staff member reviews and sends it.
How do I automatically route fund disbursement approvals to board members from Aplos?
WebRun checks Aplos every morning for disbursements above your approval threshold, drafts an approval request email in Gmail for each one addressed to the designated board member, and posts a summary to your Slack channel. Every draft stays unsent until a staff member reviews and approves it, so no large payment clears without proper board sign-off.
- Every large disbursement captured and routed to the right approver before it is finalized
- Board members receive consistent, informative approval requests without staff formatting work
- No high-value payment clears without documented board review
Built for nonprofit finance teams · church finance committees · nonprofit board secretaries · fund accounting administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.aplos.comin a real browser with your saved login - no setup, no API keys. -
1
Aplos - find disbursements above approval threshold
aplos.com
WebRun opens Aplos to find disbursements above approval threshold. - Open Aplos and navigate to Accounts Payable and the transaction ledger
- Find any disbursement, bill payment, or check entered since the prior run
- Filter for transactions above the defined approval threshold
- Note the fund, amount, payee, account code, and the designated approver for each
Done when Every pending disbursement above the threshold is listed with fund, amount, payee, and approver.
-
2
Gmail - draft approval request for each disbursement
gmail.com
WebRun opens Gmail to draft approval request for each disbursement. - Draft an approval request email for each disbursement addressed to the designated board member or committee contact
- Include the fund name, amount, payee, account code, and a request for approval or questions
- Leave every draft unsent for staff review before sending
- Never send any approval request automatically
Done when A Gmail draft exists for every disbursement approval request, all unsent and awaiting staff sign-off.
-
3
Slack - notify staff that approvals are queued for review
slack.com
WebRun opens Slack to notify staff that approvals are queued for review. - Post a summary to the approval Slack channel listing all pending disbursement approvals
- Include payee, fund, and amount for each item
- Remind staff to review Gmail drafts before sending
Done when Staff receives a Slack notification that disbursement approval drafts are queued and ready for review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send approval requests to board members without my review?
No. Every approval request is drafted in Gmail and left unsent. A staff member must review the draft and approve it before any email is delivered to a board member or committee contact.
How does it know which board member should approve each disbursement?
You configure an approval routing rule during setup that maps fund names or amount ranges to designated approvers. WebRun looks up the correct approver for each transaction using that rule.
What is the default approval threshold?
The default threshold is $500, but you can set any amount during setup. Transactions below the threshold are not flagged and follow your normal posting workflow in Aplos.
Related templates
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