Purchase order
creation and approval
for QuickBooks Online

ApprovalMax for QuickBooks Online Product Demo

Raise and authorise purchase orders on the go

ApprovalMax enables purchase order creation and approval outside of QuickBooks Online, both can be done on the go by using either the mobile app or the web interface. Proper approvals are ensured by a flexible multi-step, multi-role process that can be customised to fit any business. Once the purchase orders have been authorised, they get synched to QuickBooks Online, ready for further processing.

Why use ApprovalMax for purchase order creation and approval

Requesters and approvers are taken out of the accounting software

Approval processes are automated and kept on the surface

Granular settings limit requesters regarding the purchase orders they can raise

Automated notifications to approvers help avoid approval delays

Fully traceable and accountable approval decisions

Improved real-time data quality and forecasting

This is how it works

Purchase order creation

Purchase orders are created in ApprovalMax via the web or native mobile app. Guardrails for purchase order creation determine order parameters such as available products/services and vendors.

Purchase order approval

Purchase order approval routing is based on the workflow settings defined by the finance manager. Approvers receive approval requests including all the related information as part of the purchase order and as links to the corresponding files. Approvals are performed via the web or mobile app. In case of rejection, a comment can be provided for the requester.

Approved purchase order

Once approved, purchase orders are automatically created in QuickBooks Online for the subsequent bill processing. Optionally, authorised purchase orders can get sent to vendors automatically.

Try ApprovalMax for QuickBooks Online
30 days for free



Is it possible to specify what requesters can put in a purchase order?+

Requester roles can be flexibly set up to ensure that all purchase orders are raised strictly in line with the requester's authorisation level. It is possible, for example, to set limits regarding suppliers or tracking categories.

Can we use QuickBooks Online data such as category, vendor, class, location, etc. to guide the purchase order creation process and automatically route the approval process?+

Yes, ApprovalMax allows the use of any QuickBooks Online data in any combination to provide guardrails for purchase order creation and for the automated routing of the approval process.

Are classes and locations available to the requester for purchase order creation?+

Yes, classes and locations are available as they are synced from QuickBooks Online.

Can approvals be done without accessing the QuickBooks Online accounting software?+

Yes, there is no need to access QuickBooks Online for purchase order creation or approval.

What happens once a purchase order has been approved in ApprovalMax?+

When the approval process in ApprovalMax has been passed successfully, a purchase order is automatically created in QuickBooks Online for subsequent bill processing.

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