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Approval automation for accounting and advisory practices

ApprovalMax powers up Xero with review and approval automation, and enforces financial controls through workflow-driven multi-role and multi-tiered authorisations. It fully eradicates paper- and email-based approvals as well as manual process interventions, which significantly increases operational efficiency and data accuracy.

ApprovalMax provides a solid foundation for outsourcing practices of any size and enables the delivery of high value accounting and advisory services to a variety of clients, including non-profits, education, hospitality, construction, tech start-ups and many others.

Key approval automation workflows

Purchase order creation & approval

Employees can raise purchase orders without having to access the accounting system - both on the go and in the web interface. Guardrails for purchase order creation are provided. Approvers are notified immediately about pending requests.
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Bill to purchase order matching

ApprovalMax allows matching bills to the corresponding POs so that approvers have all relevant information on the bill before approving. Also, prices on incoming bills can be checked against Xero's product catalogue to identify potential discrepancies
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Bill review and approval

ApprovalMax pulls from Xero automatically all bills in the 'Awaiting approval' status and routes them according to the respective predefined coding review and authorisation workflow based on multiple criteria such as supplier, amount, GL code, tracking category
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Sales invoice management

ApprovalMax facilitates the validation and approval of practices' client sales invoices to ensure that they are issued in full correctness and with all details as agreed with the client. This safeguards accuracy and minimises extra time for sales invoice rework
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Key approval automation workflows

MULTI-STEP AND MULTI-ROLE APPROVALS

Complex workflows ensure that approval decisions are always performed by managers with the appropriate authorisation level and in full accordance with corporate and regulatory requirements

MOBILE APP

ApprovalMax supports both web and mobile platforms. Approval requests can be approved on the go, and purchase orders can be raised and submitted for approval from mobile devices as well.

NOTIFICATIONS AND APPROVAL FROM THESE EMAILS

Approval workflows allow configuring automatic email notifications for approvers to push the approval process forward. Quick approvals straight from these emails are enabled for all types of approval requests.

SSO/SSU

ApprovalMax supports Xero's Single Sign On & Single Sign Up functionality. You can sign in to ApprovalMax directly from Xero using your Xero login and password. All Xero data remains completely secure.

AUDITS AND REPORTING

Audit trails are automatically created for all approval-related activities. Default and custom reports can be generated to provide the approval activity history in an audit-ready form. All data is searchable.

ANY DATA ENTRY TOOL

ApprovalMax supports all kinds of data capture tools, including pre-accounting software such as Receipt Bank, AutoEntry and Datamolino as well as Xero's Hubdoc software and its 'Email to Bill' function.

See ApprovalMax features

INNOVATIVE COMPANIES TRUST APPROVALMAX!

BARRY
BAKER
Partner, Business Advisory Services
With many of our clients operating as non-profits, Grant Thornton needed a Xero-connected solution for bill automation and financial controls that would enable us to deliver efficiently both accounting and advisory services - including vCFO - to our NFP clientele. ApprovalMax was selected as the best-in-class Xero-connected approval automation app. It has since become an essential part of Grant Thornton's trusted finance app stack as it significantly improves the invoice management cycle and facilitates audit readiness.
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FAY
BORDBAR
Assistant Manager
We love ApprovalMax! This application is so simple to use and easy to implement. It's also really robust - it just always works. Our clients are very happy with it.
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Rick
Hemphill
Senior Manager within Business and Private Client Advisory division
Complementing a cloud accounting platform with an approval management app to replace a manual or email-based approval process is very rewarding. It boosts productivity and helps you establish a proactive, real-time decision-making process that ensures better process efficiency and higher executive accountability.
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Faye
Thompson
Manager
The biggest benefit for all parties is being able to track at any given time where exactly each invoice is in its journey. It's also most convenient that we can use different devices and approve invoices on the go via the mobile app.
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Why use ApprovalMax for approval automation?

Automate approval workflows for remote budget holders and decision makers

Share financial accountability with your clients' business decision makers

Retain accounting data securely by keeping non-accounting staff out of Xero

Improve data quality with built-in coding review and transparent approvals

Reduce the time and costs incurred by preparing and performing audits

Improve cash flow forecasts by including purchase orders and bills pending approval

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Partner Success Story: Moving a sports client’s approval process from their inbox to their phonesInterview with a client: Approval automation as a key capability for accounting and advisory services for not-for-profits