ApprovalMax is an approval app that extends Xero with powerful approval automation features for accounts payable and accounts receivable.

    ApprovalMax replaces paper and email approvals with fully automated multi-role and multi-tiered approval workflows. It streamlines the accounts payable process, ensuring spend control and regulatory compliance are adhered to. Great for accountants, bookkeepers, internal accounting teams, and organisations that outsource their financial services.

    Key features and capabilities:

    • Approval automation for accounts payable and accounts receivable: multi-step and multi-role authorisation process with easy setup for bills, purchase orders and sales invoices to make sure they are fully authorised before payment.
    • Approval of Xero contacts: create new suppliers in ApprovalMax and use the multi-step automated workflow for their authorisation.
    • Unlimited user number, fully digital approval process and automated audit trail: any number of users can create, review, and approve Xero documents. No papers to sign, no chasing approvers. Detailed audit trail with all actions and comments.
    • On-the-go approvals and instant notifications: business approvers, budget holders, executives review and approve (or reject) purchase orders and bills via our mobile or web app; or by replying to an automated customisable notification they received.
    • Bill to purchase order matching and X-way matching: for an additional level of control, bills can be matched to purchase orders and also with proof of delivery documents.
    • Budget checking capability: approvers can view the relevant budgets right on the screen with the document awaiting approval
    • Auto-approvals: save approvers’ time by setting up auto-approval rules for smaller or regular expenses
    • Direct integration with Dext Prepare: all invoices and expenses captured by Dext Prepare can be routed straightaway through the multi-step and multi-role authorisation workflow run by ApprovalMax, and posted to Xero after authorisation.
    • Compatibility with all data capture tools: ApprovalMax works with all data capture tools that are pre-integrated with Xero.
    Explore all features of ApprovalMax

    ApprovalMax + Xero

    ApprovalMax is seamlessly integrated with Xero to ensure automatic data exchange and bi-directional synchronisation between these two apps.

    👉Read our 12 ways approval automation improves your experience with Xero eBook to learn more.

    Reviews & ratings

    208 Reviews
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    1 star
    Stephen Harris


    I have made four charities use Approval Max with their Xero system and its simply ideal for sticking to an approval workflow, and the audit documents that our auditors can easily check each year makes it well worth the cost.
    Dave B

    Well designed

    This is an excellent add-on that can create the exact approval process that you want.
    Lisa Hartley

    Who Loves Ya Baby

    It's very easy to set up and use. Lots of data for any auditors to review too. Once set up there is no extra work for AP staff. ApprovalMax gets all awaiting approval invs into its system, sends emails to authorisers and puts the approval into Xero so the inv is ready for payment. Hands free!
    Additional info

    Shared data

    Tracking Categories
    Tax Rates
    Purchase Orders
    Credit Notes
    Branding Themes

    App details

    Added in 2016


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




    Setup walkthroughContact


    +44 20 3034 3380


    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.