APPROVAL APP FOR THE XERO
CLOUD ECOSYSTEM

Power up Xero with Multi-Step Approval Workflows

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11 July - 31 August 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.

Control over the Approval Process

ApprovalMax provides automatic notifications to Approvers, as well as real-time report views of the approval progress and helps identify approval process bottlenecks and forecast delays.

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.

Ensured Compliance and Accountability

ApprovalMax complements Xero by tracking and capturing all approval related activities, including those performed outside of ApprovalMax, and presenting them in audit-ready form.

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 accounting system. Guardrails are provided for PO creation.

1
Purchase Orders are created in ApprovalMax - via the web or native mobile app;
2
Guardrails for PO creation determine order parameters such as inventory items, suppliers, tracking categories, and accounts;
3
Purchase Order routing is done based on the workflow settings defined by the finance manager;
4
Approvers receive approval requests including all the related information, either in the PO fields or as attachments;
5
Approval is performed via the web or mobile app. In case of rejection, a comment can be provided for the Requester;
6
Purchase Orders are automatically sent to the supplier, and a copy is created in Xero for the corresponding Bill processing.

Bill 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's no need to access Xero for Bill approval.

1
Bills are created in Xero or pushed to Xero from an OCR system;
2
ApprovalMax pulls all Bills with the status "pending approval" to initiate the approval process;
3
Each Bill is routed according to the workflow settings and assigned to the appropriate manager for the defined authorisation level;
4
Approvers receive approval requests including all the related information, either in the Bill fields or as attachments;
5
On its approval via the web or mobile app, the Bill is assigned the status "awaiting payment" and the accountant is notified about the approval;
6
An audit report is created for the approved Bill, including the Approvers' names, dates, etc.

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.

1
Sales Invoices are created in Xero or pushed to Xero by an external Job Management system;
2
ApprovalMax pulls all Sales Invoices with the status "pending approval" to initiate the approval process;
3
Each Sales Invoice is routed according to the defined workflow settings and business rules;
4
Approvers receive approval requests including all the related information, either in the Sales Invoice fields or as attachments;
5
Approvals are performed via the web or mobile app. In case of rejection, a comment can be provided for the Requester;
6
The status of a validated Sales Invoice changes to "Approved" and it can now be sent out from Xero.

Complete Purchasing Solution

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.

1
Purchase Orders are created and approved in ApprovalMax. They are then sent to the supplier automatically and a copy is created in Xero;
2
A Xero Bill is generated on receipt of the supplier's bill, either manually or pulled from an OCR system;
3
The Bill is routed according to the workflow settings and assigned to the appropriate manager for the defined authorisation level;
4
Matching the Bill with the PO is done in ApprovalMax, which ensures that the Approver has all the information necessary to make a decision;
5
After its approval via the web or native mobile app, the Bill is assigned the status "awaiting payment" and the accountant is notified about the approval;
6
An audit report is created for the approved Bill, including the Approvers' names, dates, etc.

Benefits for Xero Users

TAKE APPROVERS
OUT OF XERO

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

SCALE UP AND IMPROVE
PRODUCTIVITY

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

ESTABLISH CONTROL
AND VISIBILITY

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

ENSURE COMPLIANCE
AND FACILITATE AUDITS

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

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INNOVATIVE COMPANIES TRUST APPROVALMAX

Katherine
O'Carroll

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.

Simon
Beckham

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!

Michael
Foulkes

CFO
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.

Tariq
Sanad

CFO
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!

Anthony
Burman

CFO
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.

Daniel
Talkins

CEO
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!

Sebastian
McLarin

Company Accountant
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.

Tom
Barrett

CFO
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.

Matthew
Bonnici

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!

David
Wieseneck

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!

Jonathan
Fryer

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.

Jordan
Hartley-Smith

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.

THE APPROVAL APP YOU'LL LOVE USING

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.

Do you want to become a Partner?

Learn about the ApprovalMax Partner Programme

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Do you require more information?

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WHAT IS XERO

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

THE LATEST IN OUR BLOG

UI Improvement: An Enhanced Workflow Creation

In our continued effort to make ApprovalMax even more intuitive and easy to use, we've released a user interface (UI) improvement for our Workflow Creation page.