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.

Pushing bills to Xero for payment

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.