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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 Dext: all invoices and expenses captured by Dext 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

191 Reviews
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Sarah Willis

Exactly what we needed

We started using ApprovalMax with Xero about a year ago. It has greatly increased our approval speed. Both bookkeeper and approvers appreciate the efficiency and from an audit perspective it's great to have a digital paper trail.
Carole Claridge

Brilliant App

Approval Max has automated our approvals and saved us so much time, money and stress. It is an absolutely vital Xero add-on for companies with multiple people involved in purchasing, ensuring seamless approvals with full audit trail. Straight-forward to set up and administrate, intuitive and accessible for our non-finance employees involved in the buying process, and really well designed with the end user in mind. A fantastic product, we wouldn't be without it.
Chris Alexander


Easy, smart, quick, integrated, seemless. Everything you need from an accounting system. I use if for my personal structures and for all our businesses which operations globally. 5 stars!
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


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.