Earn 14,000 Qantas Points for your business when you sign up to ApprovalMax via the Xero App Store*
T&Cs Apply.
This website uses cookies to ensure you get the best experience on our website. More info
Got it!
 
Learn how much time and money you could save with automated approvals with our savings calculator! 
A trial is available from a desktop only. Please start a trial from a desktop. Leave your email here if you would like to receive a reminder with the link to your inbox.
Start a trial from desktop
Get a reminder with a link to start an ApprovalMax trial later.
ApprovalMax fully replaces paper- or email-based manual approvals of bills and supplier invoices with automated approval workflows that establish granular financial controls for all spending accounted for in Xero or QuickBooks Online.

Bill processing system with automated approvals

ApprovalMax fully replaces paper- or email-based manual approvals of bills and supplier invoices with automated approval workflows that establish granular financial controls for all spending accounted for in Xero or QuickBooks Online.

Bill processing system with automated approvals

Works with
Bring your bill processing to the next level
with ApprovalMax:

No more missed, duplicate

or unauthorised payments

Single point of truth

for all bill-related authorisations

Automated approval process

that’s kept on the surface

Improved real-time

data quality and forecasting

Facilitated audits with less preparation

time and more transparency

Shared accountability with clients

when making payments

How it works
1
Bill fetching
There are various options for getting bills into ApprovalMax: pulled from Xero, via Dext Prepare or by creation directly in ApprovalMax.
2
Bill-to-purchase order matching
For all bills with a corresponding purchase order, it is possible to match bill and purchase order in ApprovalMax, which includes copying certain information such as the bill's coding from the original purchase order. This step is optional.
3
Bill review and coding
Users authorised by the reviewer role can validate and, if necessary, change a bill's coding to ensure correct finance coding and spend allocation.
4
Multi-step and multi-role authorisation
The automated approval workflows route bills through a multi-step and multi-role authorisation process based on one or several criteria pulled from Xero; such as supplier, amount, GL code or tracking category.
5
Approved bills
Once fully authorised, bills are pushed to Xero in the "Awaiting Payment" status with an automatically created audit report that captures the authorisation history attached.
1
Bill fetching
Fetching bills for review and approval can happen in different ways. One option is to create bills directly in ApprovalMax. Another one is using Dext Prepare to digitally capture invoices and then push their electronic version straightaway to ApprovalMax for review and approval.
2
Bill-to-purchase order matching
You can link a line in a bill that has not yet been approved with the corresponding line in an already approved purchase order from the same vendor. This step is optional.
3
Multi-step and multi-role authorisation
The automated approval workflows route bills through a multi-step and multi-role authorisation process based on one or several criteria pulled from QuickBooks Online; such as vendor, amount, category, class, location.
4
Approved bills
Once fully authorised, bills are pushed to QuickBooks Online with an automatically created audit report that captures the authorisation history attached.