Approval App for the Xero Cloud Ecosystem

Power up Xero with Multi-Step Approval Workflows


App of the Month
June 2018

Learn More


Emerging App Partner
of the year 2017

Take approvals out of your accounting software

ApprovalMax empowers Xero with multi-step approvals for Purchase Orders, Bills, Sales Invoices, and Credit Notes. Approval configuration can be done by business users with just a few clicks. Approval requests are made available to managers in their preferred way - by email, web-based, or in a native mobile app.

Why use ApprovalMax with Xero

Multi-Step and Multi-Level Approvals

ApprovalMax extends Xero with complex approval workflows that enable setting up rule-based conditional, sequential, and parallel approvals as well as varying authorisation levels.

Exception Handling

ApprovalMax enhances Xero with capabilities for handling non-standard approval scenarios, such as delegating approval requests, setting a default approval action, forcing the approval decision.

Notifications and Reporting

ApprovalMax complements Xero with configurable notifications and reporting. Default and custom reports can be generated to provide the approval activity history in audit-ready form.


The mobile app allows raising Purchase Orders by Requestors. Purchase Order, Sales Invoice and Bill approval requests can be approved from mobile with all the approval request data at hand.

Learn in just 4 minutes how you can benefit from ApprovalMax cloud accounting workflows.

Watch ApprovalMax CEO Konstantin Bredyuk as he speaks about key ApprovalMax product capabilities and the main advantages ApprovalMax brings to cloud accounting platform users.

ApprovalMax Key Workflows

Purchase Order creation and approval

Employees can raise Purchase Orders without having to access the cloud accounting software. Requester roles can be flexibly defined to ensure that the Purchase Orders they create are strictly in line with their authorisation level.

Bill review and approval

It is enforced that each Bill is reviewed and approved in accordance with company policies. Approvers receive all the related information, either in the Bill fields or as attachments. There is no need to access Xero for Bill approval.

End to end purchasing automation

End-to-end purchasing solution: from Purchase Order creation, PO approval and its submission to the supplier to matching each Bill with the corresponding PO and Bill authorisation.

Sales Invoice approval

ApprovalMax ensures that Sales Invoices are provided in full correctness and detail as agreed with the customer. Sales Invoices can be validated and authorised outside of Xero.



App of the Month
June 2018

Learn More


Emerging App Partner
of the Year 2017

What customers say
about us

We started using ApprovalMax to improve our own sales invoice approval process. It created significant benefits including improved cashflow, greater accuracy and excellent accountability. We are now rolling this out to clients and and the positive feedback has been impressive.
It is a fantastic application that integrates with Xero extremely well. User experience is excellent and it is very intuitive to setup and use.

We have been using Approvalmax since April 2016 and it has completely replaced our previous paper based approval system. It completely replaces the simple approval process in Xero with something that could fit anyone's needs.

ApprovalMax team have been excellent to work with. We have ApprovalMax working for our larger farming clients for multi level approvals. This app should really be listed under the Agriculture section on the Xero App store as well.
More than happy to assist anyone looking to get this setup for their business.

Benefits for Xero Users


Approvers are taken out of the accounting software. Granular authorisation roles are supported. Better security is provided.


Flexible approval workflows configured with the authorisation matrix ensure compliance with all internal or external regulations.


Guardrails for Requesters during Purchase Order creation are in place. Bills are matched with the corresponding POs. Reporting on the approval progress is generated.


More transactions are performed. Less time is spent on clarifications. Reminder, email, and push notifications help avoid delays.

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ApprovalMax is designed to be extremely easy and highly intuitive.

Finance managers can visually set up workflows and the approval matrix in a web browser.

Approvers receive approval requests in the app or as an email notification - on both web-based and native iPhone or Android platforms.



Head of Business Outsourcing
ApprovalMax is an important part of BDO's outsourcing offering as it provides better transparency and control of the finance authorisation process, and helps enable remote management of our clients' finance operations while making sure that levels of data accessibility and security remain high.


Finance Manager
As a small organization with a number of part timers, home workers and a volunteer board of trustees, invoice approvals have always been difficult. The solution offered by ApprovalMax offers oversight, transparency, accountability and, most of all, efficiency. Approval takes one click, and queries can be raised and tracked. Once it's in place you wonder how you survived without it!


This is an excellent add-on. ApprovalMax addresses one of the key issues with Xero - the missing authorisation process for Bills. With ApprovalMax I do not need to chase managers to get their approval.


We use ApprovalMax because we needed to ensure we had an easy and audit friendly method to track approvals that connected with Xero. This enabled us to not require everyone to have a Xero account because they can have just an ApprovalMax access. The process of setting up was easy and enabled us to set up the approval flow in minutes!


ApprovalMax enables us - in the simplest way possible - to create a complex approval matrix wherein we define roles, business rules, and routing workflows, while being intuitive and easy to use. We now have the ability to track the approval status, pinpoint bottlenecks in the process, and make sure everything is completed in a timely manner.


ApprovalMax is a powerful approval management tool and another great tool for our online-accounting toolbox. ApprovalMax allows us to offer a ready-to-use seamless control system for our larger cloud based (Xero) clients who are looking to get a handle on their workflow, whether it be Sales Invoice approvals, vendor bill approvals or other. I would certainly recommend ApprovalMax!


Financial Controller
Since moving to Xero we have been looking for a way to improve our paper based Accounts Payable approval system. Enter ApprovalMax, which provided us with exactly what we needed, allowing us to create complex approval processes that cover different tracking categories, GL codes, suppliers and amounts. With ApprovalMax and the integrations with Receipt Bank and Xero we have been able to half the amount of time taken to process creditors.


As a team we have been able to significantly improve speed, scale, and transparency of our accounting processes. The processing of invoices and purchase orders became faster and more efficient.


Finance Director
ApprovalMax fully fits the LeoVegas mobile-first mentality and excels in the provision of an efficient cost control environment. Its practical and intuitive offering enables our decision-makers to act with full visibility and retain total control of all their costs on the go. ApprovalMax is a genuine asset within the dynamic nature of the iGaming industry, and what's best, it's something we'll never outgrow!


VP Finance
ApprovalMax provides exactly what we need. Since Xero does not have a very good approval process in place, ApprovalMax takes care of this really well. You can set it up in 5 minutes and the integration works a treat. No more bugging Approvers to have them log into Xero and sort out approvals!


Partner - Accounting and Outsourcing Solutions
ApprovalMax is a powerful application that enables us to create sophisticated workflows. It has helped us to improve the accuracy of the invoices we send to our clients and has eliminated the need for us to maintain approval paper trails. I really appreciate that ApprovalMax is being continually updated to make it even better. They really listen to our feedback. I would strongly recommend ApprovalMax to anyone. Definitely one of the very best Xero connected app partners.


Business Advisory Services
The support, communication, and quick responses we have received from ApprovalMax and its team has been seriously top notch at every level! It makes our job so much easier when it comes to helping our clients gain efficiencies in their business when we can recommend a solution like ApprovalMax, knowing the ongoing feature development and the support is all there in a big way. ApprovalMax helps make our job of growing our clients business take the forefront, with a fully featured cloud solution that does exactly what is sets out to do. ApprovalMax continues to deliver at every step.


Xero is easy to use online accounting software that's designed specifically for small businesses.

It's all online, so you can work when and where you want. Just log in on your PC, Mac or mobile decive.

Invite your team and work together on finance matters; collaborate on the basis of up-to-date figures.

Your bank statements are automatically imported and categorized, letting you see your cashflow in realtime.

Xero takes care of all you need to run your business — including invoicing, paying bills, sales tax returns, reporting and much more.

Find out more or try Xero Accounting Software for free

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