Xero-connected bill
fetching, review
and approval

ApprovalMax For Xero Demo

Paperless invoice approval for streamlined spend control

ApprovalMax provides workflow automation for bills to fully replace paper- or email-driven approval routing and establishes granular financial controls for any kind of spending accounted for in Xero.

Regardless of how bills appear in ApprovalMax, they are automatically routed through a multi- step and multi-role approval process based on predefined criteria such as supplier, amount, GL code, tracking category, etc.

Once reviewed and authorised, bills are pushed to Xero in the "Awaiting Payment" status along with the audit reports automatically attached to them.

Why use ApprovalMax for bill automation

No more missed, duplicate or unauthorised payments

Single point of truth for all bill-related authorisations

Approval process automated and kept on the surface

Shared accountability with clients when making payments

Improved real-time data quality and forecasting

Facilitated audits, less preparation time, more transparency

This is how it works

Bill fetching

Fetching bills for review and approval can happen in different ways. The most common one is where ApprovalMax pulls all bills in the "Awaiting Approval" status from Xero. Another option is the direct integration between Receipt Bank and ApprovalMax, which enables Receipt Bank to push bills directly to ApprovalMax instead of Xero.

Bill to purchase order matching

For all bills with a corresponding purchase order there is the option to match bill and purchase order in ApprovalMax, which includes copying certain information such as the bill's coding from the original purchase order. This step is optional.

Bill review and coding

The review and potential changing of a bill's coding by an authorised user - who holds the reviewer role - ensures correctness of the finance coding and spend allocation.

Multi-step and multi-role authorisation

The automated approval workflow routes bills through a multi-step and multi-role authorisation process which is based on one or several criteria pulled from Xero, such as supplier, amount, GL code and tracking category.

Approved bill

Once fully authorised, bills are pushed to Xero in the "Awaiting Payment" status. An audit report that captures the authorisation history including approver comments is created automatically.

Read more on the bill fetching options below

Pulling bills from Xero

Read more

Receiving bills from Receipt Bank

Read more

Creating bills in ApprovalMax

Read more

Try ApprovalMax for Xero
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FAQ

Can we use any digital data capture tool for our bill review and approval process?+

As ApprovalMax is pre-integrated with Xero, it works seamlessly with all data entry apps from the Xero ecosystem (Hubdoc, Receipt Bank, AutoEntry, Datamolino and EzzyBills) as well as virtually any method or combination of methods to create bills in Xero. This includes the ApprovalMax capability for bill creation and Xero's functionalities Email-to-bill and Copy-from-PO.

What happens next when bills have been approved in ApprovalMax?+

Having passed the ApprovalMax review and approval process successfully, bills are pushed to Xero in the "Awaiting Payment" status with a complete audit log securely attached.

Once a Bill is in the "Awaiting Approval" status in Xero, does it hit the general ledger right away?+

No, bills in Xero with the "Awaiting Approval" status do not affect the general ledger. Therefore, it is safe to push them to Xero in this status even though they have not yet been fully approved.

Will the original invoice be shown to approvers?+

Yes, approvers will be able to see both the original invoice and its digital copy in a side-by- side view for an easier review process.

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