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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

120 Reviews
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Caroline Harvey
I have used ApprovalMax for around 3 years now and it helped my team eliminate the time consuming task of collecting physical signatures for invoice approvals and we have been operating paper free since setting up ApprovalMax. Really simple and easy to use. The commenting function is good for the business as different teams can communicate in this forum. Overall, ApprovalMax has saved us a lot of time and tightened the controls in our business (the audit report detailing who approved and when which attached in Xero automatically once all approvals are collected is useful).
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.
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 walkthroughsupport@approvalmax.com


+44 20 3034 3380



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