Approval App for the Xero Cloud Ecosystem

Power up Xero with approval-driven spend control and optimisation

App of the Month
June 2018

Emerging App Partner
of the year 2017

ApprovalMax proudly features as a trusted app in Xero's App Playbooks!

Implement financial controls for your clients
and your own business

ApprovalMax extends the online accounting platform Xero with approval-driven financial controls for Accounts Payable and Accounts Receivable. It replaces paper- and email-based approvals with fully automated multi-role and multi-tiered approval workflows, and ensures spend control and regulatory compliance for both internal accounting and financial service outsourcing organisations.

Why use ApprovalMax with Xero

Multi-step and multi-level approvals

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

Matching bills and purchase orders

Bills can be matched to the corresponding purchase order(s) and get approved based on this matching. The Budget Check capability verifies that the total bill amount does not exceed the amount of the initial purchase order(s).

Exception handling

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

Email notifications

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

Complete audit trail

A detailed history of all approval decisions is provided for audit and compliance control purposes. Once the final approval has been collected, an audit report is created to enable the tracking of all key approval decisions; ensuring audit readiness at any given time.

Mobile support

Our capable mobile app not only enables requesters to raise purchase orders on the go. It also provides all the relevant data needed for making an informed decision on purchase order, sales invoice and bill approval requests from mobile devices.

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 all 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.

Spend Management Solution

ApprovalMax delivers comprehensive end-to-end spend management: purchase order creation, purchase order approval and its submission to the supplier, matching each bill to the corresponding purchase order, and bill authorisation in the context of this match.

Sales invoice approval

With ApprovalMax, sales invoices are issued in full correctness and detail as agreed with the customer. All sales invoices can be validated and authorised outside of Xero.



App Partner
of the Year 2020


App of the Month
June 2018

Learn More

What customers say
about us

Benefits for Xero users


Approvers are kept 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 to the corresponding purchase orders. 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.

Approval flows can be created in a web browser.

Approvers receive approval requests in the web or mobile app, or as an email notification. Mobile apps are available for both iPhone and Android platforms.


Manager, Baker Tilly Staples Rodway Taranaki
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.
Finance & Administration Manager, Shared Services
With ApprovalMax, our Partners and staff can now timely review and approve bills even while on the go. All approval-related data is provided within the app, and approval decisions are automatically captured in an audit report.
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.
Finance Manager (FCCA)
ApprovalMax has revolutionised the bill and expense process at Bruce Stevenson. All invoices are now properly approved prior to payment and greater consistency has been achieved throughout the business. We have also started to look into the Purchase Order system by ApprovalMax, which is as intuitive and efficient as their approval workflows.
Director of Accounting
In ApprovalMax, we found a tool that is focused on getting the documentation out to the client in a flexible and rule-based manner at a cost that can be absorbed in a fixed price fee. As a result, we have moved clients from signing - or authorising - paper documents to ApprovalMax.
Group Business Manager
We made a real step forward when ApprovalMax was introduced to help streamline our processes and remove the need for paper-based filing and approvals. Even during this really buzzing fortnight when the whole team are on-site at the Brisbane Showgrounds and everyone is extremely busy with preparations and managing important tasks, Department Managers just need to make a little time to open their emails or smartphone app and approve their invoices. So easy. So convenient. So efficient.
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.
Financial Controller
ApprovalMax helped us pass an external audit, allowing us to address some points raised previously. This gave us the opportunity to focus on more productive issues, while minimising the time spent on audit preparation.
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!
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.
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.
Finance Director
We are a group of companies in three different locations through the UK, we use Xero as our Finance Package so we needed to find a system that would produce efficiencies for our very manual purchase invoice approval system. There was only one system that leapt out of the search - ApprovalMax. It enables the Admin office to scan invoices into to Xero and get them approved by the respective Approver, Manager and Finance, then it posts the approved invoiced into Xero, job done nice and smooth and we don't have to spend money on envelopes!


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

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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.

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