ApprovalMax Reviews & Product Details

ApprovalMax Product Details

At ApprovalMax, we know managing accounts payable (AP) and accounts receivable (AR) can be time-consuming, especially when you’re stuck chasing approvals over email or dealing with paper-based processes. That’s why we built award-winning approval workflow software designed for finance teams using Xero, QuickBooks Online, and NetSuite. ApprovalMax automates approvals for bills, purchase orders, invoices, credit notes, and even batch payments. Each approval follows your custom rules, giving you full visibility and control without needing to grant approvers full access to your accounting platform. Trusted by thousands of accountants and finance teams, ApprovalMax is rated five stars by hundreds of Xero customers for reducing manual work, improving accuracy, and speeding up approvals. It’s built to scale with your business and keep processes clean, compliant, and secure. Finance leaders choose ApprovalMax because it simplifies complex workflows, saves hours every week, and provides built-in audit trails and role-based access that keep you compliant without the red tape. Automate smarter. Approve faster. Run a finance function that just works.

Product Website

Seller

ApprovalMax

Discussions

ApprovalMax Community

Languages Supported

English

Product Description

ApprovalMax is a cloud-based approval workflow solution for finance and accounting.

Overview by

Masha Komarova (Marketing Manager – ApprovalMax)

Pricing

Pricing provided by ApprovalMax.

ApprovalMax Standard

Starting at $54.00

1 organisation Per Month

View More Pricing Information

ApprovalMax Integrations

(3)

Verified by ApprovalMax

ApprovalMax Media

ApprovalMax Demo - ApprovalMax User Interface

Set up your approval process to match your team’s needs – no matter how simple or complex.

Build approval steps that follow your rules – whether approvals happen one after another, all at once, or only in certain cases. You can also control who approves based on things like amount, supplier, account code, or category.

ApprovalMax Demo - ApprovalMax Bill Approval

Approve bills and purchase orders the way that works best for your team.

Match bills to approved purchase orders from the same supplier to keep coding accurate and control spending. You can also stop unmatched bills from being approved.

ApprovalMax Demo - Mentions and Watchers

Mention others in comments to bring them in or get their input – even if they’re not part of the original approval. If they don’t have access, you’ll be prompted to add them as a Watcher. Mentions work on web and mobile, sending notifications as soon as access is granted.

Raise purchase orders, approve requests, and extract key details from bills and purchase orders – all on the go with the ApprovalMax mobile app for iOS and Android.

Heather Smith and Tyler Caskey discuss how automation can cut errors, reduce fraud risk, and improve finance workflows – with real examples, tips to spot invoice scams, and a preview of Xerocon Brisbane 2025.

Join Alex Keselman and Dee Johns as they share the latest Q3 updates and how to get the most out of ApprovalMax.

Catch up on ApprovalMax’s biggest webinar of the year, where we recap 49 product updates from 2024 and give a sneak peek at what’s coming in 2025.

Official Downloads

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Pallekonda S.

Financial Analyst, Tax and Accounting Solutions

Mid-Market (51-1000 emp.)

10/1/2025

"Bill approval made easy"

4.5/5

What do you like best about ApprovalMax?

The ease of use of the software and the amount of info extracted from uploaded bills. Quickbooks and Xero can be easily integrated and implemented with ApprovalMax. It also captures duplicate bills without having to push through to Quickbooks/Xero which is a great asset for businesses with volumes of bills. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Sometimes it doesn't automatically add the approvers for the bills which is annoying and had to redo the upload again. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thanks for sharing your thoughts Pallekonda. That behaviour isn’t expected, and our support team would be happy to look into it and resolve it for you. You can reach us here: support.approvalmax.com/portal/en/kb/articles/contact-us

JS

Jon S.

Senior Finance Officer

Small-Business (50 or fewer emp.)

10/6/2025

"Streamlined, efficient approvals"

4.5/5

What do you like best about ApprovalMax?

ApprovalMax has gained our business vast efficiencies when it comes to approving invoices, purchase orders, and other ad-hoc requests. The granularity in the approval matrix means that all requests are automatically routed through the correct channels, and have a full audit trail before they are processed for approval. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

There could be more visibility over the status of feature requests. Users, myself included, have presented great ideas to build on the foundations of ApprovalMax, which often seem to go unanswered Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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We’re so pleased to hear ApprovalMax has brought efficiencies to your approvals and audit trail, Jon. We also appreciate your thoughts on feature request visibility – we track all suggestions carefully and are always looking for ways to share updates more clearly with our community.

FL

Felix L.

Chief operating officer

Small-Business (50 or fewer emp.)

7/15/2025

"Streamlined Month-End Close with Better Expense Control"

5/5

What do you like best about ApprovalMax?

ApprovalMax has been a game changer for our finance team. We’ve significantly accelerated our month-end close process while gaining tighter control over our expenses. The approval workflows are clear, easy to set up, and flexible enough to fit our operations. It’s a reliable solution that adds accountability without slowing us down. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

We might migrate on the "capture" feature, but it's too new right now. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Felix, this is such great feedback — love that things are moving faster without losing that layer of control. Just to let you know, Capture’s actually been around for over a year now, and hundreds of companies are already enjoying not having to manually enter bills, invoices, POs, and credit notes. Really appreciate you taking the time to share.

DM

David M.

Accounts Payable Manager

Mid-Market (51-1000 emp.)

7/14/2025

"Easy to setup, easy to use"

5/5

What do you like best about ApprovalMax?

We were previously emailing invoices for approval - but ApprovalMax has streamlined this so that invoices go to the right people for review and approval. As a result, we have greater efficiency of invoice processing, as well as a stronger control environment as invoices aren't entered into Xero without explicit approval. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Fields can be edited in Xero after approval, though to some degree this is considered necessary. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thanks for taking the time to share your experience David! It’s great to hear how ApprovalMax has helped you move away from email-based approvals and create a smoother, more controlled process with Xero.

AF

Verified User in Financial Services

Mid-Market (51-1000 emp.)

7/24/2025

"ApprovalMax has been a valuable tool in streamlining the approval process."

5/5

What do you like best about ApprovalMax?

Using ApprovalMax has helped us streamline the approval process in real time. With the ApprovalMax Capture feature, requests and invoices are automatically routed and approvers are notified instantly, which speeds up decision-making and reduces delays. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

One small limitation I’ve noticed is that when booking invoices with multiple line items and different account codes, the system sometimes only captures one code instead of all the separate ones. We then need to go in and manually correct it. If this could be improved, the Capture feature would be even more accurate and efficient. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thanks for the thoughtful review — we’re so glad ApprovalMax is supporting faster, more visible approvals. We'd appreciate the opportunity to take a closer look at the Capture point you mentioned; here's how you can get in touch with us: support.approvalmax.com/portal/en/kb/articles/contact-us.

AE

Verified User in Environmental Services

Small-Business (50 or fewer emp.)

7/18/2025

"I have excellent experience using Approval Max."

5/5

What do you like best about ApprovalMax?

I could implement my company AP & AR processes via AM & most importantly AM focal, Matt Georges was extremely helpful & reachable each time we needed his assistance & advice. The integration is perfect. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

The notifications can be an overload at times & the sync time is 2 hours of a wait. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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It’s great to hear how you've been able to shape your AP and AR processes using the platform, and we’ll be sure to pass your kind words on to Matt. He’s great at making things easier — we know he’ll really appreciate hearing this. Regarding the sync, you can trigger it manually by clicking the icon (two in from your profile button) on the top right corner, and it will be done in a few minutes.

AI

Verified User in Information Technology and Services

Mid-Market (51-1000 emp.)

9/18/2025

"Great workflows and great support"

4.5/5

What do you like best about ApprovalMax?

ApprovalMax is intuitive and easy to solve issues yourself. The customer support is fantastic. Carmina has been a great support for us to learn more about ApprovalMax. It also integrates with Xero seamlessly. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Nothing to note. Nothing to note. Nothing. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Big thanks for sharing! Approvals made easy, Xero playing nice, and Carmina in the spotlight – sounds like a win all round.

💡L

💡 Brendan L.

Founder | Managing Director

Small-Business (50 or fewer emp.)

11/4/2024

"Making it easy to manage the approval of your business expenses"

5/5

What do you like best about ApprovalMax?

ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients.

Getting ApprovalMax up and running is quick and straightforward. With just a few clicks, it connects to Xero (and also integrates seamlessly with Netsuite, QuickBooks, and CIN7), allowing us to set up customised approval workflows. These workflows can be as simple or as complex as needed, accommodating multi-level approvals with ease.

Once configured, the system takes over, and approvers receive email notifications whenever a bill is awaiting approval. By importing budgets into Xero, approvers can immediately see the budget impact of each approval, a feature I find particularly useful for tracking expenses against budget in real-time.

When a bill is approved, ApprovalMax automatically attaches a full audit trail in Xero, greatly simplifying our interactions with auditors, especially for our not-for-profit clients.

With ApprovalMax, we’ve completely eliminated paper processes and gained oversight into pending approvals, enabling us to close month-end faster and more efficiently.

Whenever I’ve needed support, the ApprovalMax customer service team has been prompt, knowledgeable, and responsive, making the experience even smoother. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

The Slack integration is great for being notified of new bills to approve. But unfortunately you still need to have email notifications turned on. I'm sure they'll fix this soon. Review collected by and hosted on G2.com.

What problems is ApprovalMax solving and how is that benefiting you?

track and manage approvals efficiently but also increased the risk of users confusing genuine requests with potential scams.

With ApprovalMax, all approvals are now centralised within a single platform, offering a secure, structured process for bill approvals. This allows us to offer accounts payable as a service, where we handle the administrative side, while clients retain full control to monitor and review bills. Clients can now easily verify expenses, check for accuracy in coding, and take ownership over the authenticity of each expense. This streamlined approach brings clarity and confidence, both in managing approvals and in protecting against fraud. Review collected by and hosted on G2.com.

Response from Masha Komarova of ApprovalMax

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Thanks Brendan. We're thrilled to hear that ApprovalMax has made such a difference to your business. Your email notifications settings shouldn't affect your Slack integration. You might need to review your 'my profile' settings. If you need assistance, feel free to reach out to our support team - we're happy to help!

AL

Aaron L.

CEO

Mid-Market (51-1000 emp.)

5/7/2025

"Excellent, cost effective app to manage expenses and correct coding for finance teams"

5/5

What do you like best about ApprovalMax?

So flexible to allow whatever workflows you want or need, but tight to enusre nothing happens without following the correct workflow Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Not much to dislike. we use it on every client we can. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thank for the glowing review, Aaron — love that ApprovalMax is striking the right balance between flexibility and control for your clients.

CS

Cassandra S.

Director - Laurus Bookkeeping

Small-Business (50 or fewer emp.)

9/18/2024

"Simplification of Payables Approvals processes within organisations"

5/5

What do you like best about ApprovalMax?

We have been Xero Partners for a number of years, and have clients with supplier bill and expense approvals processes that range from simple to more complex, and with potentially more than a single authoriser required. ApprovalMax has helped simplify this approvals process - allows our clients to have visibility of what expenses are being incurred, and ensure the accounting treatment or tracking is correct, prior to it hitting the ledger. With the added bonus of supplier approval protocols in play, we know that fraud mitigations is occuring at all levels within the Accounts Payables Process. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Not sure its a dislike, but it does make you think more strategically about how you manage expense approvals in your business. To gain the full benefit of AM, you need the team (from the business owner down), to be engaged with the product Review collected by and hosted on G2.com.

Response from Masha Komarova of ApprovalMax

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Thanks for the 5 stars, Cassandra! It's great to hear ApprovalMax has been able to simplify the accounts payable workflows for both you and your clients, whilst providing peace of mind—that's exactly what we aim to do.