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

    ApprovalMax replaces paper- and email-based approvals with fully automated multi-role and multi-tiered approval workflows, and ensures spend control and regulatory compliance for both internal accounting and financial services outsourcing organisations.

    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.
    • 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.
    • Direct integration with Receipt Bank: all invoices and expenses captured by Receipt Bank 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.

    Reviews & ratings

    119 Reviews
    5 star
    4 star
    3 star
    2 star
    1 star
    Mal Robinson

    ApprovalMax is top software

    ApprovalMax is an excellent, inexpensive application for the approval of expenses coded via Hubdoc and Xero. It removes the need for time consuming and expensive paper-based systems. It is easy to set up, synchs nicely with Xero, intuitive to use, has great help built in etc. I totally recommend it.
    Rosalind Song

    Overall a very nice software

    ApprovalMax makes approval process easier than before. There can be improvements around Approver's able to change descriptions when they edit an invoice in ApprovalMax.
    Jordan Taylor

    Very Good Product

    All in all our experience using Approval Max has been a good one. It has eased the process of invoice authorisation quite considerably and in turn allowed speed of the whole process to improve. Ease of use for end user is really good. The only thing it doesn't do for us at the moment is allow various sign offs at the same level. If an invoice is rejected by one person the whole invoice tends to move back to draft even though there could be another person or two who have already authorised their elements meaning they have to do it again which isn't ideal
    Additional info

    Shared data

    Branding Themes
    Credit Notes
    Purchase Orders
    Tax Rates
    Tracking Categories

    App details

    Added in 2016


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




    Setup walkthroughIntegration


    +44 20 3034 3380



    You might also like

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