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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, QuickBooks Online, and NetSuite.

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, QuickBooks Online, and NetSuite.

Bill processing system with automated approvals

Start a free trial
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 calculation of the remaining PO balance. 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.
1
Bill fetching
There are various options for getting bills into ApprovalMax: pulled from NetSuite or by creation directly in ApprovalMax.
2
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 NetSuite; such as vendor, amount, account, expense category, item, department, class, and location.
3
Approved bills
Once fully authorised, bills are pushed to NetSuite with an automatically created audit report that captures the authorisation history attached.