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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Nikki D.

Managing Director

Small-Business (50 or fewer emp.)

2/26/2026

"ApprovalMax is a Fabulous Tool is our AppStack!"

5/5

What do you like best about ApprovalMax?

ApprovalMax is easy to implement, use and support is outstanding! It's a valuable tool in our Clients' businesses, ensuring financial transactions are checked and monitored. It serves as a great security system to ensure transactions are appropriate and authorised. The audit report pushed back into the finance system is great. We also really love that AM gives staff the ability to manage and be responsible for this bills and budgets without them having access to the finance system. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Nothing comes to mind. If I ever have 'issues' Support is very accessible and responsive! Review collected by and hosted on G2.com.

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

Ensuring the right people in business are seeing, checking and approving bills. Adding an extra set of eyete to check what is being processed and coding. Keeping staff contained to their 'areas' of the business without the risk of them seeing transactions they shouldn't. We really find that keeping staff out of the finance system is a great (unexpected) benefit from using AM. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you so much for the fabulous 5-star review! We’re honoured to be a part of your AppStack.

It’s great to hear that ApprovalMax is providing that extra layer of security for your clients.

We’re also thrilled that you’ve had such positive experiences with our support team! We pride ourselves on being accessible and responsive, so we’ll be sure to share your kind words with them.

Thanks for being such a great partner!

Harpreet S.

2/15/2026

"Streamlines Approval Processes, But Needs Better Support"

4/5

What do you like best about ApprovalMax?

I like the way ApprovalMax helps flow through the conditions set and only sends things to approvers based on their conditions without letting the admin worry about it. I appreciate how it allows for setting up approval limits, like a user approving amounts up to $1,000, and then automatically directing higher amounts to another user. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Sometimes, I have issues with 2FA for other users who do not know it or have forgotten it, so a lot of hurdles need to be jumped before a resolution is made. Sometimes support is a bit of a pain, especially around new features like nudge audit. I don't think a lot of thought was given, or perhaps user expectation is different from what ApprovalMax has. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the 4-star review, Harpreet! We're glad we can help your clients move toward a paperless process.

We also really appreciate your candid feedback regarding 2FA hurdles and the nudge feature. It’s clear that our support and feature implementation didn't quite meet your expectations in these areas, and we take that seriously.

Regarding 2FA, we have some troubleshooting guides in our Help Centre designed to help admins get users back on track faster. As for the Audit Nudge, your perspective on user expectations is incredibly valuable - we'll be sharing your comments directly with our Product Team as they refine these newer tools.

Thank you for helping us improve, and for being a part of the ApprovalMax community!

See how ApprovalMax improved

Mandy B.

2/8/2026

"User-Friendly with Stellar Support"

5/5

What do you like best about ApprovalMax?

I appreciate ApprovalMax for its clear process and user-friendly interface. It makes accessing documents and history easy and straightforward. I like that I can jump directly into the bill in Xero, which is very convenient. I also value the variety of reports available, and the ability to save customized reports for easy access to the information I need. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Sometimes reassigning an approval can be a bit tricky depending on the workflow matrix. For some reason, sometimes the person you want to reassign to is not available in the dropdown list. It takes a bit of work to get the workflow right, but once it is up and running, it is worth the effort. It would be good to have a supplied guide for our clients to complete to assist them in deciding how to best choose criteria. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the fantastic 5-star review, Mandy! We’re so pleased to hear that ApprovalMax is adding real value to your Xero workflow and helping you with report easily on what's going on.

We also really appreciate your honest feedback regarding the workflow matrix and reassigning approvals. We know that getting the initial logic perfect can take some fine-tuning, and your idea for a client decision guide is a brilliant suggestion.

If you ever run into that dropdown list issue again, please don't hesitate to reach out to our support team - we’d love to take a closer look and make sure everything is syncing exactly as it should.

Thanks for being a part of the ApprovalMax community!

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)

Kylie C.

2/9/2026

"Streamlined Bill Processing with Reliable Support"

5/5

What do you like best about ApprovalMax?

I like that ApprovalMax allows our reviewers or approvers of bills to approve or review bills on the go. The setup process was quite easy, especially syncing with our Xero software program. The support team is very helpful, providing quick responses, which is extremely beneficial. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

We need to improve the setup of our workflow for approving bills. Specifically in our business, the employee base is growing, and we are often changing or having to add extra reviewers and approvers. So I think it's just the initial setup of our workflow. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Hi Kylie, thank you so much for the 5-star review!

It’s great to hear that the Xero sync is making bill processing so much easier for your team. We’re also glad our support team has been there to provide the quick responses you need.

We completely understand that as a business grows, updating the workflow to include new team members can feel like a moving target. If you ever find yourself stuck or want to ensure your setup is as efficient as possible, please don't hesitate to reach out to our support team. They’re always happy to help troubleshoot your setup and share tips on how to best structure those new approval levels!

Thanks for being such a great partner and for choosing 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

Verified User in Accounting

Small-Business (50 or fewer emp.)

2/9/2026

"Simple, Easy to Use, and Flexible Two-Way Xero Integration"

5/5

What do you like best about ApprovalMax?

Simple and easy to use, the 2 way integration with Xero gives plenty of options to suit different workflows. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

It does everything I need, would like them to continue developing features. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the 5-star review! We’re so glad to hear that the Xero integration is providing the flexibility you need to support your Not-for-Profit clients.

We're really pleased ApprovalMax is supporting you from an auditability pov - providing that clear, reliable audit trail is exactly why we do what we do. We also hear you on the feature development- keep an eye out for our next Product Update Webinar (link to December's event below)!

See how ApprovalMax improved

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.

Maritza M.

Dispatcher

Mid-Market (51-1000 emp.)

2/23/2026

"The platform is easy to navigate, and I can quickly find all the information I need"

5/5

What do you like best about ApprovalMax?

It has streamlined our process and made tracking and approvals much more efficient. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

I would like an easier way to search a vendor Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the 5 star review! It’s great to know that tracking and approvals have become more streamlined for your team and that you’re finding the platform easy to navigate. Thank you for the specific feedback on vendor searching; we've shared this with our product team as we continue to refine our features. We appreciate the support!