APPROVAL APP FOR THE XERO
CLOUD ECOSYSTEM

Power up Xero with Multi-Step Approval Workflows

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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.

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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Listen to the ApprovalMax story

Interview with Konstantin Bredyuk, CEO and co-founder of ApprovalMax

Xerocon South 2016

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 the company's 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 authorization 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 authorized 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 authorization.

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 authorization 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.

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.

ARE YOU AN ACCOUNTANT OR A BOOKKEEPER?

Learn more about the ApprovalMax Partner Programme

Request information

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

INNOVATIVE COMPANIES TRUST APPROVALMAX

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!

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.

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!

THE LATEST IN OUR BLOG

Supplier vs Contact in Xero

ApprovalMax is tightly integrated with Xero, and follows its functional logic - meaning the steps and terminology used by Xero are mirrored in ApprovalMax. So, the first thing we must clarify is what the terms 'Contact', 'Supplier', and 'Customer' mean in the context of Xero.