When your business grows beyond a handful of people, the approval process starts to crack. Invoices sit waiting. Managers go quiet. Things stall because the right person is away from their desk, or because nobody is quite sure who should be approving what in the first place. By month end, finance is piecing together what happened instead of closing the books.

ApprovalMax is built for Xero teams who have outgrown email approvals. It routes financial documents to the right people automatically, holds a permanent record of every decision, and catches errors before payments go out. The process runs in the background so your team doesn't have to.

Over 20,000 businesses use ApprovalMax to bring order to complex finance operations. After making the switch, KeepCup's finance team saved the equivalent of a full-time employee three months per year. "The accuracy and visibility has increased. We're not missing invoices or double entering them. That's the biggest change." Alex Andreou, Finance and Operations Manager, KeepCup.

Stop chasing approvals Invoices and financial documents reach the right approver automatically, based on rules you set once. If someone is away, approvals keep moving without you having to step in. Approvers can act from their phone or directly from an email, with no Xero login required.

Spending that stays in budget

Approvers see live budget impact at the point of decision, not in a report afterwards. Overspending gets stopped before it happens rather than surfaced after the fact, which means fewer difficult conversations at month end.

Be ready for any audit, at any time Every approval is logged automatically: who saw it, who approved it, and when. There is no manual compilation, no inbox archaeology, no reconstructing a paper trail under pressure. When your board or your auditors ask for the records, you pull them up in seconds.

Catch mistakes before money moves Duplicate invoices are flagged before they reach the bank. Payments only go out once the right people have signed off. Problems get intercepted at the moment they're still easy to fix, not discovered after the fact.

From invoice to payment, without switching systems ApprovalMax Capture pulls invoices into the approval workflow automatically, removing manual data entry. Once approved, bills can be paid directly from ApprovalMax without jumping into another system. Available in the UK.