ApprovalMax Reviews & Product Details

At ApprovalMax, we know managing accounts payable (AP) and accounts receivable (AR) can be time-consuming, especially when you’re stuck chasing approvals over email or dealing with paper-based processes. That’s why we built award-winning approval workflow software designed for finance teams using Xero, QuickBooks Online, and NetSuite. ApprovalMax automates approvals for bills, purchase orders, invoices, credit notes, and even batch payments. Each approval follows your custom rules, giving you full visibility and control without needing to grant approvers full access to your accounting platform. Trusted by thousands of accountants and finance teams, ApprovalMax is rated five stars by hundreds of Xero customers for reducing manual work, improving accuracy, and speeding up approvals. It’s built to scale with your business and keep processes clean, compliant, and secure. Finance leaders choose ApprovalMax because it simplifies complex workflows, saves hours every week, and provides built-in audit trails and role-based access that keep you compliant without the red tape. Automate smarter. Approve faster. Run a finance function that just works.

Product Website

Seller

ApprovalMax

Discussions

ApprovalMax Community

Languages Supported

English

Overview by

Masha Komarova (Marketing Manager – ApprovalMax)

Pricing

Pricing provided by ApprovalMax.

ApprovalMax Standard

Starting at $59.40

1 organisation Per Month

View More Pricing Information

ApprovalMax Integrations

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Verified by ApprovalMax

ApprovalMax Media

ApprovalMax Demo - ApprovalMax User Interface

Set up your approval process to match your team’s needs – no matter how simple or complex.

Build approval steps that follow your rules – whether approvals happen one after another, all at once, or only in certain cases. You can also control who approves based on things like amount, supplier, account code, or category.

ApprovalMax Demo - ApprovalMax Bill Approval

Approve bills and purchase orders the way that works best for your team.

Match bills to approved purchase orders from the same supplier to keep coding accurate and control spending. You can also stop unmatched bills from being approved.

ApprovalMax Demo - Mentions and Watchers

Mention others in comments to bring them in or get their input – even if they’re not part of the original approval. If they don’t have access, you’ll be prompted to add them as a Watcher. Mentions work on web and mobile, sending notifications as soon as access is granted.

Raise purchase orders, approve requests, and extract key details from bills and purchase orders – all on the go with the ApprovalMax mobile app for iOS and Android.

Heather Smith and Tyler Caskey discuss how automation can cut errors, reduce fraud risk, and improve finance workflows – with real examples, tips to spot invoice scams, and a preview of Xerocon Brisbane 2025.

Join Alex Keselman and Dee Johns as they share the latest Q3 updates and how to get the most out of ApprovalMax.

Catch up on ApprovalMax’s biggest webinar of the year, where we recap 49 product updates from 2024 and give a sneak peek at what’s coming in 2025.

Official Downloads

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ApprovalMax Reviews (26)

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Verified User in Consulting

Mid-Market (51-1000 emp.)

1/7/2026

"Effortless Approval Automation with Seamless Integration"

5/5

What do you like best about ApprovalMax?

1. Streamlined and automated approval workflows

I love that ApprovalMax lets me design custom multi-step approval processes for bills, purchase orders, and expenses based on roles, amounts, suppliers, and other criteria. This replaces slow, manual email or paper approvals with rules-based automation that keeps everything moving efficiently.

2. Ease of use and flexibility

The platform is intuitive and simple to use, even for colleagues who aren’t finance experts. It’s easy to set up workflows, adjust them as needs change, and tailor approval steps without complicated configuration.

3. Strong integration with accounting systems

ApprovalMax works seamlessly with tools like Xero and QuickBooks Online, so approvals, budgets, and audit trails stay synced with our accounting data. That integration makes the whole process feel like one connected system.

4. Increased visibility and control

I really value the real-time visibility into pending approvals, spend control, and audit logs. This gives our team confidence that we’re staying within budgets, enforcing policies consistently, and keeping a reliable record for compliance and reporting.

5. Mobile and on-the-go approvals

Approvers can act from anywhere using the mobile app or web interface, which speeds up decisions and reduces bottlenecks when people are out of the office Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

I usually position dislikes like these as opportunities for improvement rather than deal-breakers. ApprovalMax is extremely useful overall, but a few refinements around usability, reporting, and onboarding would make the experience even stronger. Review collected by and hosted on G2.com.

What problems is ApprovalMax solving and how is that benefiting you?

ApprovalMax solves the core problem of manual, inconsistent, and slow approval processes for financial workflows. Before implementing ApprovalMax, our team struggled with approvals that were often done by email or spreadsheets, leading to lost requests, unclear accountability, and delays in processing bills, purchase orders, and expenses.

Problems ApprovalMax Solves

1. Manual and time-consuming approval workflows

Paper trails and email chains made it hard to track who needed to approve what and when.

2. Lack of standardised controls

Different teams followed different processes, which led to inconsistent approvals and compliance risks.

3. Poor visibility into pending items

It was difficult to see what was awaiting approval or why things were delayed without chasing people.

4. Inefficient integration with accounting systems

Approvals were often disconnected from systems like Xero or QuickBooks, creating data silos and reconciliation headaches.

How That’s Benefiting Me / Our Team

1. Faster, more efficient approvals

ApprovalMax centralises all approval requests and automates routing based on rules (amounts, roles, departments). This cuts out email back-and-forth and significantly speeds up approvals.

2. Clear accountability and transparency

Every request shows who needs to approve it and why, with a complete audit trail. That clarity has made it easier to follow internal policies and demonstrate compliance.

3. Better integration with accounting systems

Since everything syncs with our core accounting software, approvals tie directly into financial records. That reduces errors and saves time on reconciliation and data entry.

4. Improved visibility and control

Dashboards and notifications help me see what’s pending and act quickly, preventing bottlenecks and ensuring expenses and orders are processed in a timely manner.

5. Reduced administrative burden

Automating rules and workflows frees up hours that used to be spent chasing approvals, letting me focus on higher-value work. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the thoughtful review - its great to hear ApprovalMax is giving you the flexibility, efficiency and control you need. We also appreciate your thoughts on how we can improve. You'll be pleased to hear onboarding and usability are key for us going in to 2026. If you have any specific recommendations on the reporting side, we'd love to hear your ideas via our Customer Feedback Tool (https://support.approvalmax.com/en/articles/414754-how-do-i-get-to-the-customer-feedback-tool-in-approvalmax)

Gavin M.

Managing Director

Mid-Market (51-1000 emp.)

10/26/2025

"Effortless Setup, Excellent Support, and Seamless Xero Integration"

5/5

What do you like best about ApprovalMax?

when set up it is very easy to use , customer support is excellent ,integrates with Xero easily and I use Approval every day at any time and from anywhere in the world Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

there is not a thing I dislike about ApprovalMax Review collected by and hosted on G2.com.

What problems is ApprovalMax solving and how is that benefiting you?

We moved from a paper based supplier invoicing approvals which took time and could not be done remotely . With ApprovalMax we go from completing req s to orders to approvals by various people in the organization to be approved then finally by the Managing Director - me - and at any stage in this process question can be sent to anyone or several persons in the organization asking for clarifications . Spending limits can be set for different titles of people in the process Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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We’ll take that as high praise, Gavin — from paper trails to approvals anywhere in the world, that’s quite the journey… and not a single dislike along the way!

Pallekonda S.

Financial Analyst, Tax and Accounting Solutions

Mid-Market (51-1000 emp.)

10/1/2025

"Bill approval made easy"

4.5/5

What do you like best about ApprovalMax?

The ease of use of the software and the amount of info extracted from uploaded bills. Quickbooks and Xero can be easily integrated and implemented with ApprovalMax. It also captures duplicate bills without having to push through to Quickbooks/Xero which is a great asset for businesses with volumes of bills. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Sometimes it doesn't automatically add the approvers for the bills which is annoying and had to redo the upload again. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thanks for sharing your thoughts Pallekonda. That behaviour isn’t expected, and our support team would be happy to look into it and resolve it for you. You can reach us here: support.approvalmax.com/portal/en/kb/articles/contact-us

Jon S.

Senior Finance Officer

Small-Business (50 or fewer emp.)

10/6/2025

"Streamlined, efficient approvals"

4.5/5

What do you like best about ApprovalMax?

ApprovalMax has gained our business vast efficiencies when it comes to approving invoices, purchase orders, and other ad-hoc requests. The granularity in the approval matrix means that all requests are automatically routed through the correct channels, and have a full audit trail before they are processed for approval. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

There could be more visibility over the status of feature requests. Users, myself included, have presented great ideas to build on the foundations of ApprovalMax, which often seem to go unanswered Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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We’re so pleased to hear ApprovalMax has brought efficiencies to your approvals and audit trail, Jon. We also appreciate your thoughts on feature request visibility – we track all suggestions carefully and are always looking for ways to share updates more clearly with our community.

Felix L.

Chief operating officer

Small-Business (50 or fewer emp.)

7/15/2025

"Streamlined Month-End Close with Better Expense Control"

5/5

What do you like best about ApprovalMax?

ApprovalMax has been a game changer for our finance team. We’ve significantly accelerated our month-end close process while gaining tighter control over our expenses. The approval workflows are clear, easy to set up, and flexible enough to fit our operations. It’s a reliable solution that adds accountability without slowing us down. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

We might migrate on the "capture" feature, but it's too new right now. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Felix, this is such great feedback — love that things are moving faster without losing that layer of control. Just to let you know, Capture’s actually been around for over a year now, and hundreds of companies are already enjoying not having to manually enter bills, invoices, POs, and credit notes. Really appreciate you taking the time to share.

David M.

Accounts Payable Manager

Mid-Market (51-1000 emp.)

7/14/2025

"Easy to setup, easy to use"

5/5

What do you like best about ApprovalMax?

We were previously emailing invoices for approval - but ApprovalMax has streamlined this so that invoices go to the right people for review and approval. As a result, we have greater efficiency of invoice processing, as well as a stronger control environment as invoices aren't entered into Xero without explicit approval. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Fields can be edited in Xero after approval, though to some degree this is considered necessary. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thanks for taking the time to share your experience David! It’s great to hear how ApprovalMax has helped you move away from email-based approvals and create a smoother, more controlled process with Xero.

Verified User in Consulting

Mid-Market (51-1000 emp.)

12/9/2025

"Approvalmax: A Game-Changer for Our Finance Team"

5/5

What do you like best about ApprovalMax?

Approvalmax has been an amazing addition to our finance team Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Some limitations around expenses and spend claims Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thanks for the positive feedback! We're really pleased ApprovalMax is making a positive impact on your team.

We also have some great news regarding expenses, its something we're currently working on behind the scenes and will be rolling out a Beta in January 2026

Verified User in Financial Services

Mid-Market (51-1000 emp.)

7/24/2025

"ApprovalMax has been a valuable tool in streamlining the approval process."

5/5

What do you like best about ApprovalMax?

Using ApprovalMax has helped us streamline the approval process in real time. With the ApprovalMax Capture feature, requests and invoices are automatically routed and approvers are notified instantly, which speeds up decision-making and reduces delays. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

One small limitation I’ve noticed is that when booking invoices with multiple line items and different account codes, the system sometimes only captures one code instead of all the separate ones. We then need to go in and manually correct it. If this could be improved, the Capture feature would be even more accurate and efficient. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thanks for the thoughtful review — we’re so glad ApprovalMax is supporting faster, more visible approvals. We'd appreciate the opportunity to take a closer look at the Capture point you mentioned; here's how you can get in touch with us: support.approvalmax.com/portal/en/kb/articles/contact-us.

Verified User in Environmental Services

Small-Business (50 or fewer emp.)

7/18/2025

"I have excellent experience using Approval Max."

5/5

What do you like best about ApprovalMax?

I could implement my company AP & AR processes via AM & most importantly AM focal, Matt Georges was extremely helpful & reachable each time we needed his assistance & advice. The integration is perfect. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

The notifications can be an overload at times & the sync time is 2 hours of a wait. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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It’s great to hear how you've been able to shape your AP and AR processes using the platform, and we’ll be sure to pass your kind words on to Matt. He’s great at making things easier — we know he’ll really appreciate hearing this. Regarding the sync, you can trigger it manually by clicking the icon (two in from your profile button) on the top right corner, and it will be done in a few minutes.

Verified User in Information Technology and Services

Mid-Market (51-1000 emp.)

9/18/2025

"Great workflows and great support"

4.5/5

What do you like best about ApprovalMax?

ApprovalMax is intuitive and easy to solve issues yourself. The customer support is fantastic. Carmina has been a great support for us to learn more about ApprovalMax. It also integrates with Xero seamlessly. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Nothing to note. Nothing to note. Nothing. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Big thanks for sharing! Approvals made easy, Xero playing nice, and Carmina in the spotlight – sounds like a win all round.