ApprovalMax is a cloud-based platform that extends the functionality of Xero, to provide finance teams with automated and conditioned based approval workflows for documents including but not limited to purchase orders and invoices. ApprovalMax replaces manual and email-based approvals with fully automated multi-tiered approval workflows. Allowing accounts payable (AP) and accounts receivable (AR) teams to save precious time, manage their spend and regulatory compliance for accounting and financial services as well as report on and audit completed approvals.

Detailed workflows allow teams to easily set-up unique approval workflows to suit complex business processes. When all decision makers have approved documents via desktop or the ApprovalMax app, Xero automatically updates their status to approved and finance teams can access auto generated audit logs that track every step and detail. ApprovalMax for Xero allows for finance teams to implement tighter and robust financial controls.

The main sectors that ApprovalMax have supported with their platform are;

  • Construction and trades
  • Education
  • Healthcare
  • Hospitality
  • Multi-entities
  • Not-for-profits
  • Property developers
  • Start-ups
  • Creates robust financial controls with budget checking and bill to purchase order matching
  • Multiple approvers, conditions and stages
  • Connect with Xero and set-up approval workflows within minutes
  • Approvers and Requesters do not need to access to Xero
  • ApprovalMax mobile app and email notifications
Keep approvers out of the accounting system

Granting everyone access to the accounting system is not safe because it’s impossible to limit users in terms of what they can do or see there.

ApprovalMax approvers don’t need access to the general ledger and only ever see information relevant to the documents that require their approval.

Flexible approval workflows recreate your delegation of authority policy

The approval workflows can be as complex or as simple as you need them. You can implement a variety of rules for each approval step and have as many steps as you like. No matter how complex your delegation of authority policy is, it can be automated with ApprovalMax.

Automatically generated audit reports

You no longer need to waste time compiling audit logs. ApprovalMax creates for each approved document a detailed audit report, which gets attached to it in the accounting system. There is also the option to provide auditors with access to all the approval workflows in read-only mode so that they can easily view and analyse your approval process.

Eliminating paper and manual approvals

ApprovalMax is the key app for enabling truly paperless accounting: no need to print out invoices to have them signed off, or send them by email and chase approvers afterwards. We save you that effort by automating the entire authorisation process.


As ApprovalMax partners we can offer our clients preferential prices.

Contact Emma Hardwick for charges if you would like to join our partner scheme.

ApprovalMax Site

Want to learn more?

Get in touch with our in house expert Emma Hardwick to see how we can help.


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