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By ApprovalMax
Featured app
4.83 out of 5 stars
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Pricing from
NZD 79.35 per month
ApprovalMax makes it easy for Xero users to build robust financial controls across accounts payable (AP) and accounts receivable (AR).
out of 5
Reviewed by
Xero users
Priced from
NZD per month
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Featured app


ApprovalMax makes it easy for Xero users to build robust financial controls across accounts payable (AP) and accounts receivable (AR). This all-in-one solution gives you full control and speeds up approvals for bills, PO’s, invoices, credit notes, and batch payments without the need for paper or emails. Automated routing has been designed to handle multi-role and multi-tiered approval workflows, giving you precious time back in your day.

Hundreds of Xero users have given ApprovalMax 5 star reviews for maximising efficiency, going paperless, automatic audit trails, and speeding up invoice approvals. An added security bonus is that there’s no need to give Xero access to your users in order to do approvals – use ApprovalMax instead and your approvers will only see what they need to see, keeping the accounting data in your general ledger safe and secure.

ApprovalMax has new product add-ons for Xero users, as at 12 June 2024, to help build out end-to-end AP efficiency:

  • ApprovalMax Capture. Upload photos or PDFs of bills so they can be automatically scanned, then imported into ApprovalMax for approval.
  • ApprovalMax Pay (currently in Beta for UK businesses). Make secure payments for approved bills directly from the ApprovalMax platform with open banking technology.

Benefits of ApprovalMax for businesses:

  • Automated approvals. Manage your delegation of authority with flexible approval workflows.
  • Full control. From purchase order approval, to bill approval, and batch payment execution.
  • Budget checking. Check spend against budgets in real-time.
  • Sales quotes. Create, approve, and share sales quotes with customers from ApprovalMax.
  • Audit-readiness. Benefit from automatically generated audit reports and for stress-free audit preparation.

Benefits of ApprovalMax for accounting and bookkeeping firms:

  • Clean data. Peace of mind knowing your clients have clean and correctly coded data.
  • Reduce your firm’s risk. Share responsibility with your clients by seeking approval at every stage.
  • Standardisation. Give your clients’ an efficient app stack with best in class approval workflows.
  • Broaden your service offering: Use automation to expand the services you provide for clients.

Need more end-to-end automation? ApprovalMax also integrates with other apps:

  • Capture it – save time on entering the data with Dext.
  • Approve it – process bills with ApprovalMax.
  • Pay it – close the loop of AP processing with Airwallex batch payments (for UK, Australia, and New Zealand businesses only).
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ApprovalMax + Xero

ApprovalMax is a powerful all-in-one solution that integrates seamlessly with Xero to ensure automatic data exchange with a two-way sync. It only takes minutes to connect your Xero account to an ApprovalMax organisation. Once you connect ApprovalMax with Xero, you’ll be able to enhance your accounts payable and receivable processes securely in just a few clicks and create end-to-end workflows across AP and AR.

Reviews & ratings

4.8 out of 5 stars
429 Reviews

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Most recent reviews

Jonty Gill
Posted 12 Jul 2024
5 out of 5 stars
Great system and easy to use.
Linda Arnott
Posted 10 Jul 2024
5 out of 5 stars

Efficient and User-Friendly Approval Process

Our clients are really enjoying using ApprovalMax with Xero. It has streamlined the approval process, making it easy for them and significantly reducing the time required to approve supplier payments. We highly recommend for its efficiency and user-friendliness!
One person found this review helpful.
Margaret Watt
Posted 3 Jul 2024
5 out of 5 stars
I'm very happy with ApprovalMax, it is easy to use and interfaces smoothly with Xero. the implementation is straightforward and we were up and running very quickly. The level of variation in the approval workflow is impressive and is on a par with some ERP purchasing modules I have worked with, at a fraction of the cost. I would recommend this system to any small or medium size company. Going forward if attachments were pulled through to Xero on conversion of a PO to a bill that would be great.

Additional info

Shared data

Invoicesshared from Xero to ApprovalMax and from ApprovalMax to Xero
Contactsshared from Xero to ApprovalMax and from ApprovalMax to Xero
Accountsshared from Xero to ApprovalMax
Tracking Categoriesshared from Xero to ApprovalMax
Tax Ratesshared from Xero to ApprovalMax
Purchase Ordersshared from Xero to ApprovalMax and from ApprovalMax to Xero
Itemsshared from Xero to ApprovalMax
Currenciesshared from Xero to ApprovalMax
Credit Notesshared from Xero to ApprovalMax and from ApprovalMax to Xero
Branding Themesshared from Xero to ApprovalMax


Invoicing and jobsBills and expenses


Property and realtyAccountingNot for profit

App details

By ApprovalMax
Added in 2016


Australia, Canada, Global, Hong Kong, Indonesia, Ireland, Malaysia, New Zealand, Philippines, Singapore, South Africa, United Kingdom, United States






+44 20 3034 3380



Get started with ApprovalMax

Although Xero reviews each app in the Xero App Store, we can’t give any guarantees. It’s up to you to assess the performance, quality and suitability of any app before going ahead.