# ApprovalMax Reviews **Vendor:** ApprovalMax **Category:** [Accounts Payable Automation Software](https://www.g2.com/categories/ap-automation) **Average Rating:** 4.7/5.0 **Total Reviews:** 62 ## About ApprovalMax ApprovalMax is AP approval software for finance teams using QuickBooks Online, Xero, and NetSuite. Trusted by 20,000+ businesses around the world, it sits between your accounting platform and every outgoing payment, making sure nothing moves without the right sign-off, at the right level, with the right documentation attached. Finance teams that outgrow email-based approvals use ApprovalMax to automate the entire approval process – from bills and purchase orders to expenses, credit notes, and batch payments. Approval workflows route automatically based on rules you define. Approvers act from any device. And every decision generates a permanent, time-stamped record without anyone having to compile it. What ApprovalMax does - Routes invoices and purchase orders to the correct approvers automatically, based on vendor, amount, department, or any combination of your own policies - Flags duplicate invoices, alerts finance teams when vendor bank details change, and enforces coding rules at the point of approval – before money moves - Shows live budget impact to approvers at the moment of decision, so overspend is prevented rather than explained after the fact - Generates an immutable audit trail for every approval: who approved, what they reviewed, and when each step occurred - Scales from simple single-step workflows to multi-tiered, multi-entity approval chains – without requiring approvers to hold licenses in your accounting platform Who uses it ApprovalMax is used by in-house finance teams, controllers, CFOs, and the accountants and bookkeepers who support them. It's designed for businesses that need structured, enforceable approval controls – and that can't afford to find out what slipped through after the fact. For finance teams, it removes the manual chase and replaces it with workflows that run in the background. For finance leaders, it provides governance they can demonstrate to auditors, boards, and investors on demand. For accountants, it's a single platform that works across every client. ## ApprovalMax Pros & Cons **What users like:** - Users appreciate the **streamlined and automated approval workflows** of ApprovalMax, enhancing efficiency and flexibility in their processes. (14 reviews) - Users appreciate the **ease of use** of ApprovalMax, highlighting its intuitive design and flexibility for non-experts. (11 reviews) - Users appreciate the **easy integrations** with accounting systems, enhancing workflow automation and data synchronization. (8 reviews) - Users commend the **efficiency** of ApprovalMax, highlighting its seamless automation and streamlined approval workflows. (8 reviews) - Users appreciate the **strong integration with accounting systems** , ensuring seamless sync with Xero and QuickBooks Online. (8 reviews) - Users value the **automation capabilities** of ApprovalMax, streamlining approvals and enhancing visibility for expense management. (7 reviews) - Customer Support (7 reviews) - Easy Setup (7 reviews) - Implementation Ease (7 reviews) - QuickBooks Integration (7 reviews) **What users dislike:** - Users face **missing features** like inadequate support for 2FA and difficulties with workflow adjustments in ApprovalMax. (5 reviews) - Users face **approval issues** during setup, leading to complications in managing workflows and assigning approvers effectively. (3 reviews) - Users experience **challenges with data management** , especially with 2FA issues and workflow reassignments requiring extra effort. (2 reviews) - Users report **limitations with expense claims** and issues with automatic approver addition, causing frustration during uploads. (2 reviews) - Users notice a **lack of communication features** , resulting in unaddressed feedback and frustrations with support processes. (2 reviews) - Poor Customer Support (2 reviews) - Setup Difficulty (2 reviews) - Client Confusion (1 reviews) - Complexity (1 reviews) - Complex Workflows (1 reviews) ## ApprovalMax Reviews ### 1. Making Financial Approvals Faster and More Transparent **Rating:** 5.0/5.0 stars **Reviewed by:** Rahul S. | Group Lead - FP&A and Conrollership, Small-Business (50 or fewer emp.) **Reviewed Date:** June 12, 2026 **What do you like best about ApprovalMax?** Here are the things which i like:- 1) You dont need to chase people to get the things approved. Like If i Post a claim then every approver can see the details and everyone knows when to approve it also the limit of approval. Transparency is great. 2)Strong Financial Controls 3) Automated Approval Workflows 4) Integration with Xero that is very handy 5) Improved Visibility **What do you dislike about ApprovalMax?** 1) Workflow Setup Can Be Time Consuming 2) Employees and managers may need training to understand approval workflows and system navigation 3) While ApprovalMax supports many workflow rules, highly complex approval scenarios may require workarounds. 4) Any synchronization issues with the accounting system can affect approval and accounting workflows. **What problems is ApprovalMax solving and how is that benefiting you?** From a finance perspective, it provides a clear audit trail, improves compliance with internal approval policies, and reduces the risk of unauthorized spending. It also helps us process invoices more efficiently, improve accountability across departments, and maintain stronger governance as the business grows. ### 2. ApprovalMax Streamlines Approvals with Strong Support **Rating:** 5.0/5.0 stars **Reviewed by:** Hanie Y. | Senior Accountant, Health, Wellness and Fitness, Small-Business (50 or fewer emp.) **Reviewed Date:** June 08, 2026 **What do you like best about ApprovalMax?** ApprovalMax is most valuable to me because it streamlines and controls approval workflows within one centralized system. The intuitive UI makes both the initial setup and day-to-day use straightforward. Its integrations with tools like Xero and QuickBooks help reduce duplicate data entry, and the automated workflows plus real-time notifications noticeably speed up approvals while still maintaining a clear audit trail. **What do you dislike about ApprovalMax?** At the start, setting up workflows and fully understanding all the functionality can take some time. This wasn’t a major issue for us because we received strong support and guidance from Carmina Medina, which made onboarding much smoother and helped us get comfortable with the system quickly. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax addresses the challenges of manual, email-based approval processes, which are often slow, hard to track, and prone to errors or missed sign-offs. By automate workflows and centralizing approvals in one place, it helps ensure that every request follows a clear, controlled process and is supported by a complete audit trail. For us, this has meant faster approval cycles, less manual data entry, improved accuracy, and stronger internal controls and compliance. Our finance operations are now more efficient, more transparent, and much easier to manage. **Official Response from Holan Nguyen:** > Hanie, it's great to hear your team got up to speed with the system so quickly. And it's lovely that Carmina made the early days easier; she'll be so pleased to read this. Thanks for being part of the community! ### 3. Streamlined, Reliable Approval Workflows with Strong Controls and Seamless Xero Integration **Rating:** 4.0/5.0 stars **Reviewed by:** Wenny O. | Senior Executive, Accounting, Small-Business (50 or fewer emp.) **Reviewed Date:** June 04, 2026 **What do you like best about ApprovalMax?** What I like best about ApprovalMax is its ability to automate and standardize approval workflows while maintaining strong financial controls. The customizable approval rules allow us to route requests to the right approvers based on spending limits, departments, or transaction types. The complete audit trail and seamless integration with Xero provide excellent visibility and accountability throughout the approval process. ApprovalMax helps us eliminate manual approval processes that were previously managed through emails and messaging platforms. It provides a centralized system for tracking approvals, reducing the risk of unauthorized spending and ensuring compliance with internal policies. As a result, approvals are processed more efficiently, management has better visibility over transactions, and our finance team spends less time on administrative follow-up. The platform performs reliably and integrates smoothly with Xero. Approval requests are routed quickly, notifications are timely, and users can easily track approval statuses in real time. We have experienced improved efficiency and reduced processing delays since implementing ApprovalMax. ApprovalMax delivers excellent value by significantly strengthening our internal controls while reducing manual effort across the approval process. By automating workflows, approval routing, reminders, and audit tracking, it saves considerable administrative time, reduces the risk of errors and unauthorized spending, and improves overall compliance. The increased efficiency, enhanced visibility, and stronger governance have resulted in measurable operational benefits, making ApprovalMax a worthwhile investment for our finance team and the wider organization. The onboarding process was straightforward, and configuring approval workflows was relatively easy. The support team has been responsive whenever assistance was needed, and the available documentation helped our users get up to speed quickly. While ApprovalMax is primarily focused on workflow automation rather than advanced AI capabilities, its intelligent approval routing, automated reminders, and configurable approval rules significantly reduce manual intervention and help ensure approvals are handled efficiently and consistently. **What do you dislike about ApprovalMax?** While ApprovalMax works well for our approval workflows, there are some areas that could be improved. Certain workflow configurations can be complex to set up initially, especially for organizations with multiple entities or intricate approval hierarchies. Some reporting and dashboard capabilities could also be enhanced to provide more flexible analysis and insights. Additionally, occasional interface improvements and further automation features would make the user experience even more efficient. However, these are relatively minor points compared to the overall benefits the platform provides. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax helps us solve the challenge of managing approval processes manually through emails, spreadsheets, and messaging platforms. Before implementing ApprovalMax, it was difficult to track approval statuses, maintain proper documentation, and ensure that transactions were reviewed by the appropriate stakeholders. By automating approval workflows and enforcing approval policies, ApprovalMax has improved our internal controls, increased visibility over spending, and reduced the risk of unauthorized transactions. The integration with Xero also eliminates manual follow-up and ensures approved transactions are processed efficiently. As a result, our finance team saves time, approvals are completed faster, and we have a clear audit trail for compliance and reporting purposes. **Official Response from Holan Nguyen:** > Wenny, thank you for such a considered review. We're pleased to hear that the stronger controls are giving time back to your team during the day. That kind of measurable payoff is exactly what we want to deliver. Regarding the setup for multiple entities and reporting flexibility, we understand your point, and we're continuously improving both areas. We'll keep you posted with all the improvements in the upcoming period. Great to have you on board! ### 4. Streamlined, Trackable Approvals with Seamless Xero Integration **Rating:** 4.5/5.0 stars **Reviewed by:** NURHANI B. | Assistant Finance Manager, Health, Wellness and Fitness, Small-Business (50 or fewer emp.) **Reviewed Date:** June 03, 2026 **What do you like best about ApprovalMax?** I like ApprovalMax because it lets us request and receive approvals directly from our management team, and it integrates with our system, Xero, so we don’t have to rely on endless back-and-forth emails. Overall, using ApprovalMax reduces manual work and makes the approval process easier to track, clearer to understand, and more straightforward from start to finish. I also want to thanks to Carmina CSM who help us alot from we start onboard the system.She is super helpful! **What do you dislike about ApprovalMax?** The system can be a bit confusing, especially for people who aren’t familiar with it or with how to key in the data, such as the operations team. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax has made the approval process much smoother and easier to track. As part of the Finance team, I can see where invoices and requests are in the approval workflow without having to constantly follow up with approvers. Its helped reduce delays, improve accuracy, and ensure transactions are properly approved before processing. It saves time and gives better visibility and control over our finance processes. **Official Response from Holan Nguyen:** > Thank you for the great review, Nurhani. Cutting out the endless back-and-forth and giving your finance team clear sight of every request are exactly the values we want to deliver. We also understand the system can take some time to get used to at first, and making it simpler for everyone is something we're always working on. And a special mention for Carmina; we'll make sure she hears how much her support means. It's great to have you with us! ### 5. ApprovalMax Streamlines Payments and Boosts Finance Team Efficiency **Rating:** 5.0/5.0 stars **Reviewed by:** Violet O. | Finance executive, Mid-Market (51-1000 emp.) **Reviewed Date:** June 03, 2026 **What do you like best about ApprovalMax?** What I like best about ApprovalMax is that it makes the payment process much easier and more organized. When processing payments, I only need to refer to ApprovalMax to check the billing information, vendor bank details, approval status by HOD, and whether the payment has been made before. I also like the new function that allows us to check previous records with just one click. It helps save time, reduce mistakes, and improve overall efficiency for the finance team. **What do you dislike about ApprovalMax?** What I dislike about ApprovalMax is that some functions and workflow settings can be difficult to understand at the beginning, especially for new users. Sometimes, there are many useful features included in the premium plan, but users may not realize or fully utilize them without proper guidance. It would be better if there were clearer user guides, tutorials, or a centralized handbook to explain all available functions and best practices more clearly. Some notifications and workflow updates could also be more user-friendly. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax is helping us solve problems related to manual approval processes, missing information, and difficulty tracking payment records. Previously, we needed to check emails, messages, or different systems to confirm approval status, vendor details, and past payment records, which was time-consuming and could lead to mistakes. With ApprovalMax, everything is centralized in one system. It allows us to easily check billing information, vendor bank details, approval status by HOD, and previous payment history with just one click. This improves efficiency, reduces manual follow-up, minimizes errors, and gives better visibility and control for the finance team. **Official Response from Holan Nguyen:** > Thank you for the 5-star review, Violet. Saving time and reducing mistakes across your payment process is exactly what we hope to deliver, so it's great to know that's been your experience. We also appreciate the honest note on the early learning curve, as we want to make our platform as intuitive as possible. Our Help Centre is also a solid starting point, and our support team is always happy to walk through anything: https://support.approvalmax.com/en/ We also run regular Product Update Webinars to help you discover features you might not be using yet, we'll keep you posted with the upcoming one. Once again, thank you for taking the time to share, and we're glad to have you in the community. ### 6. Streamlined Approvals and Strong Compliance, with Room to Improve Onboarding **Rating:** 3.0/5.0 stars **Reviewed by:** Vithyaah P. | Senior AP Specialist, Enterprise (> 1000 emp.) **Reviewed Date:** June 08, 2026 **What do you like best about ApprovalMax?** What I like best about ApprovalMax is its ability to streamline and automate approval workflows, making financial processes more efficient and transparent. I appreciate how it helps organisations maintain strong governance and compliance while saving time through automation. Its user-friendly approach to managing approvals and integrations with cloud accounting platforms makes it a valuable solution for modern businesses. **What do you dislike about ApprovalMax?** I don't have any major dislikes about ApprovalMax. If I had to identify an area for improvement, it would be making the onboarding process even more intuitive for first-time users and providing more built-in guidance for advanced features. Overall, the platform addresses its core purpose very effectively. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax solves the challenges of manual approvals, lack of visibility, and compliance risks by automating workflows and providing clear approval controls. This benefits me by saving time, reducing errors, improving accountability, and ensuring that approvals are completed efficiently and transparently. **Official Response from Holan Nguyen:** > Thank you for the positive feedback, Vithyaah. We really appreciate it. We did notice the 3-star rating, which surprised us a little given how positive your comments were, so we wanted to check whether that was intentional or perhaps a slip. If there's anything you'd like to see improved, we'd genuinely love to hear it. And if your experience has actually been closer to a 4 or 5, we'd be grateful if you'd consider updating the rating. Either way, do let us know if we can help with anything. ### 7. Automated Invoice Approvals and Seamless Xero Sync **Rating:** 4.0/5.0 stars **Reviewed by:** Verified User in Health, Wellness and Fitness | Small-Business (50 or fewer emp.) **Reviewed Date:** June 04, 2026 **What do you like best about ApprovalMax?** It’s helpful because it automates invoice and bill approvals without the need to manually chase signatures or send emails for approval. It also syncs easily with the accounting software I use, Xero. **What do you dislike about ApprovalMax?** The downside is that the initial setup can be quite time-consuming. The larger the organization, the more complex the approval workflow becomes, which adds to the overall setup effort. It can also take a lot of time to train someone who doesn’t have any experience with accounting software. In addition, the website features are not very user-friendly, and it took me some time to understand how to use them. **What problems is ApprovalMax solving and how is that benefiting you?** I really like the features, especially the way it syncs with Xero. Other staff can upload their own claims through ApprovalMax, and then we simply review them, double-check the details, and approve them as needed. Once a claim is approved, it automatically syncs with Xero, so I spend less time dealing with bills and the overall process feels much less time-consuming. On my side, uploading bills is also easy, and the AI feature can scan PDF bills quickly and accurately. **Official Response from Holan Nguyen:** > Thank you for the detailed review. Knowing that your team can submit their own claims and have everything land in Xero without the manual chase is exactly the kind of day-to-day relief we aim to deliver. We also understand your point about the setup. We're continuously working to improve our onboarding process, especially for large organisations with layered approval rules and people who are new to accounting software. Great to have you on board, and thank you for taking the time to share this. ### 8. Smoother Workflow with ApprovalMax and Great Support from Carmina Medina **Rating:** 4.0/5.0 stars **Reviewed by:** Lia W. | Finance Manager, Mid-Market (51-1000 emp.) **Reviewed Date:** March 11, 2026 **What do you like best about ApprovalMax?** ApprovalMax allows us a smoother workflow. We are well supported by Carmina Medina. **What do you dislike about ApprovalMax?** We have struggled a bit where there are multiple approvers. If one person does not approve - we often have to start again from the first approver. Also, before we were told about a summary report for approving, there were too many emails. Perhaps it should be the default setting, and individual emails should be an option if people choose, rather than the other way around. When Carmina is in a meeting, she often refers us to her "support team". Someone usually sends us an email and requests further information. As we are often in the middle of a month-end/deadline, it is very difficult to get the information back to the support service on time. It usually results in us finding other ways to get around the issue - like using xero. It would be better if the ApprovalMax team could call us. Even better - an instant video call so we can share our screen and explain the issue and have it dealt with immediately. **What problems is ApprovalMax solving and how is that benefiting you?** It is helpful to approve invoices without going into Xero **Official Response from Kasia Bargielowski-Foster:** > Thank you for the thoughtful review and for the kind words about Carmina! We'll be sure to share your feedback with her. We appreciate your insights regarding the workflow settings and your suggestions for more immediate support options. Feedback like this is incredibly helpful as we look for ways to better serve our users during critical periods like month-end. Thank you for helping us understand where we can improve to keep your process moving smoothly! ### 9. ApprovalMax is a Fabulous Tool is our AppStack! **Rating:** 5.0/5.0 stars **Reviewed by:** Nikki D. | Managing Director, Small-Business (50 or fewer emp.) **Reviewed Date:** February 26, 2026 **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. **What do you dislike about ApprovalMax?** Nothing comes to mind. If I ever have 'issues' Support is very accessible and responsive! **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. **Official Response from Kasia Bargielowski-Foster:** > 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! ### 10. Highly Customizable Workflow That Fits Our Business Practices **Rating:** 5.0/5.0 stars **Reviewed by:** John M. | Regional Finance Manager, Mid-Market (51-1000 emp.) **Reviewed Date:** March 10, 2026 **What do you like best about ApprovalMax?** The workflow is customizable depending on our needs and aligned with our business practices. **What do you dislike about ApprovalMax?** If we could add a dashboard for top management users, it would help them view the various metrics they need for the business. For example, it could include budget monitoring, long outstanding payments that have not been processed, and the time spent on each approval—whether by the maker or the approver—so we can better understand responsibilities and turnaround time. Having these and other operating metrics in one place would help us monitor performance and improve our processes. **What problems is ApprovalMax solving and how is that benefiting you?** We’ve eliminated a lot of paper consumption, and we can approve bills more efficiently because we’re able to review the details online without needing a physical copy to examine. Also, we can eliminate the use of emails in approving since sometimes email are being neglegted and overseen. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the great review! We're so happy that ApprovalMax is helping your team move away from paper and email approvals while aligning with your business practices. We also appreciate your feedback regarding a management dashboard. It is a great suggestion for improving process visibility, and we have shared those thoughts with our product team for future consideration. Thank you for your support and for helping us understand how we can better serve your management team! ### 11. Easy Access and Seamless Xero Integration **Rating:** 5.0/5.0 stars **Reviewed by:** twinky a. | Senior Accounting Specialist, Small-Business (50 or fewer emp.) **Reviewed Date:** June 04, 2026 **What do you like best about ApprovalMax?** It is easy to access and integrates seamlessly with Xero. It is also very helpful for users and approvers, especially for me as a reviewer. Before using ApprovalMax, we relied on Excel to monitor requests. Now that we have ApprovalMax, our work has become much easier, more efficient, and less stressful. **What do you dislike about ApprovalMax?** So far, nothing as approvalmax is very useful. **What problems is ApprovalMax solving and how is that benefiting you?** As an accounts payable professional, it helps me organize my tasks, especially when requesting payments. It also makes my work easier because I no longer need to use Excel or email approvers separately to get approvals. **Official Response from Holan Nguyen:** > Glad it's making your work simpler and less stressful. Thank you for taking the time to leave 5 stars, great to have you with us! ### 12. User-Friendly Invoice Management with Seamless Integration **Rating:** 4.5/5.0 stars **Reviewed by:** Mae-Anne H. | Small-Business (50 or fewer emp.) **Reviewed Date:** March 18, 2026 **What do you like best about ApprovalMax?** I really appreciate that ApprovalMax is very user-friendly and straightforward, making it easy to understand its purpose. It allows me to see everything, including every invoice, which is even better because it's integrated with our Xero system. I also like how it detects duplicates—if an invoice is already in Xero, ApprovalMax alerts us when processing the same invoice number and amount, which helps with control. Additionally, the transition to using ApprovalMax was very smooth, thanks to the hands-on support from the ApprovalMax team, who answered all our queries and helped throughout the integration process. **What do you dislike about ApprovalMax?** Maybe it's the generation of reports where we can generate the reports for all of the organizations that we have. Because currently, what we are doing is going into one organization to generate a report. If we can have one generation or maybe consolidated reports for all of the organizations that we have in ApprovalMax, that will be helpful for us. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax enhances control over bill submissions with designated approvers, integrates with our system to simplify invoice handling, and detects duplicates, saving us from manual errors. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the review! It’s great to know that the hands-on support from our team made your transition to ApprovalMax so smooth. We also appreciate your feedback regarding consolidated reporting. Your input is very helpful as we look for ways to improve in this area. Thank you for your support and for helping us understand how we can better serve your organization! ### 13. Streamlined, Trackable Approvals—But Mobile and Clicks Need Refinement **Rating:** 3.5/5.0 stars **Reviewed by:** Aishu N. | Senior AP Accountant, Enterprise (> 1000 emp.) **Reviewed Date:** June 04, 2026 **What do you like best about ApprovalMax?** ApprovalMax streamlines our approval process, improves visibility, and ensures approvals are tracked efficiently, reducing delays and manual follow-ups. **What do you dislike about ApprovalMax?** The mobile experience could be improved, and some approval workflows require multiple clicks, which can make the process slower than expected **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax is solving the issue of manual approval tracking by automating workflows and providing clear visibility of approval statuses. This helps reduce delays, improves accountability, and ensures documents are approved efficiently and on time **Official Response from Holan Nguyen:** > Aishu, it's good to know that automated tracking and clearer visibility are cutting down the delays for your team. We also appreciate the honest note on the mobile experience and the extra clicks. We will share this with our product team for the upcoming improvement. Great to have you with us, and thank you for helping us understand how we can better serve your team! ### 14. Intuitive and Comprehensive for Both Admins and Users **Rating:** 4.0/5.0 stars **Reviewed by:** Hayley P. | Global Service Delivery Lead, Small-Business (50 or fewer emp.) **Reviewed Date:** May 20, 2026 **What do you like best about ApprovalMax?** Easy to use on the admin and user side and yet still comprehensive, ie shows everything and is intuitive even for those who don't use regularly. **What do you dislike about ApprovalMax?** To be honest, nothing really sticks out. The need for an authenticator app to log in is slightly annoying, but I understand the importance for security. **What problems is ApprovalMax solving and how is that benefiting you?** Simplifying the invoicing process and creating visibility for everyone. It's so useful that managers can see submissions and where in process invoices are. **Official Response from Holan Nguyen:** > Glad it's working well for your team on both sides; this is exactly the outcome ApprovalMax is designed for. Thank you for sharing the experience with us, Hayley! ### 15. Effortless Invoice Management with ApprovalMax **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Real Estate | Small-Business (50 or fewer emp.) **Reviewed Date:** June 03, 2026 **What do you like best about ApprovalMax?** I love how user-friendly and straightforward ApprovalMax is, allowing easy navigation from one entity to another. I appreciate the overall summary of all invoices in each account, which saves us a lot of time. Before using ApprovalMax, it took about 5 minutes to navigate each Xero account and track invoices for approval, but now the dashboard immediately shows the number of invoices needing approval. The setup was easy as our account executive provided guidance, promptly addressing all our questions and concerns. **What do you dislike about ApprovalMax?** None, really loving the ApprovalMax functions. **What problems is ApprovalMax solving and how is that benefiting you?** I use ApprovalMax to monitor all invoice approvals, which saves time and simplifies navigating multiple Xero accounts. **Official Response from Holan Nguyen:** > Giving finance teams their time back is exactly what we set out to do, so it's great to know that's been your experience. Lovely to hear the setup went smoothly, too. Thank you for being a part of the ApprovalMax community! ### 16. Streamlines Approval Processes, But Needs Better Support **Rating:** 4.0/5.0 stars **Reviewed by:** Harpreet S. **Reviewed Date:** February 15, 2026 **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. **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. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax helps my clients go paperless and speeds up approvals, depending on user activity. I like how it automates workflow by only sending tasks to relevant approvers, reducing the admin's workload. **Official Response from Kasia Bargielowski-Foster:** > 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! ### 17. Streamlined Approvals with Full Visibility and Audit Trails **Rating:** 5.0/5.0 stars **Reviewed by:** Akid A. | Account Receivable, Small-Business (50 or fewer emp.) **Reviewed Date:** June 04, 2026 **What do you like best about ApprovalMax?** I like ApprovalMax because it simplifies approval processes, improves financial control, and provides complete visibility and audit trails for every transaction, helping organizations work more efficiently and accurately. **What do you dislike about ApprovalMax?** The main drawback is that setting up and customizing workflows can take time, and new users may need some training to become fully comfortable with all the features. However, the benefits generally outweigh these challenges. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax helps automate approval workflows and improve financial controls. It benefits me by reducing manual follow-ups, speeding up approvals, providing better visibility of document status, and ensuring proper authorization and compliance. **Official Response from Holan Nguyen:** > Thank you for the thoughtful review, Akid. Giving finance teams faster approvals and real control is exactly what we set out to do, so it's great to know that's been your experience. We also hear you on the setup, and we are working on it. In the meantime, our Help Centre is a good way to help your team get familiar with everything faster: https://support.approvalmax.com/en/. It's great to have you in ApprovalMax community! ### 18. User-Friendly with Stellar Support **Rating:** 5.0/5.0 stars **Reviewed by:** Mandy B. **Reviewed Date:** February 08, 2026 **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. **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. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax provides an effective approval process with minimal disruption and a clear audit trail. It integrates seamlessly with Xero, offers a user-friendly interface, and allows easy access to documents and customizable reports. **Official Response from Kasia Bargielowski-Foster:** > 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! ### 19. Flexible and Easy Invoice Approval Solution **Rating:** 4.0/5.0 stars **Reviewed by:** Ilan G. | Accounting Firm Manager, Accounting, Small-Business (50 or fewer emp.) **Reviewed Date:** April 30, 2026 **What do you like best about ApprovalMax?** I like ApprovalMax for its quick setup, especially when using integrations, as everything syncs easily. I also appreciate the flexible workflow for approvals, which allows me to select numerous options when setting who can approve or what limits they have. **What do you dislike about ApprovalMax?** I think ApprovalMax could have better integration with QuickBooks and more features like Xero. Also, integration with other ERP systems would be good. **What problems is ApprovalMax solving and how is that benefiting you?** I use ApprovalMax for authorizing invoices to be posted in QuickBooks. It has a quick setup and flexible workflow for approvals, allowing easy integration and syncing, with options to set limits for approvers. **Official Response from Holan Nguyen:** > Ilan, glad the setup experience and workflow flexibility are working well. Having full control over who approves what and at what limits makes a real difference day to day. Your point on QuickBooks and broader ERP integrations is well-received. We're continuously working on expanding our QuickBooks capabilities and will keep you posted as things develop. Thank you for sharing your experience with us! ### 20. Effortless Approval Automation with Seamless Integration **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Consulting | Mid-Market (51-1000 emp.) **Reviewed Date:** January 07, 2026 **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 **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. **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. **Official Response from Kasia Bargielowski-Foster:** > 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) ### 21. Clear, Easy UI with Helpful XERO Integration and Great Support **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Oil & Energy | Small-Business (50 or fewer emp.) **Reviewed Date:** June 02, 2026 **What do you like best about ApprovalMax?** I love the UI—it’s clear and easy to understand. The integration with XERO is really helpful, and the support from Carmina has been great. **What do you dislike about ApprovalMax?** Max, the AI helper, isn’t really useful and it often feels like I’m being ignored. The standalone workflow shouldn’t be limited to premium users, especially since it’s the main feature of AM! **What problems is ApprovalMax solving and how is that benefiting you?** Integration with XERO is awesome, so I don't have to get email approval again. **Official Response from Holan Nguyen:** > Thank you for the great review, and for the kind words about Carmina. We'll be sure to pass them on to her. We also hear you on the AI assistant and on workflow access. We will share it with our product team as we think about how these capabilities evolve. Great to have you with us, and thank you for taking the time to share this! ### 22. Streamlines PO and Bill Approvals with Stellar Support **Rating:** 4.0/5.0 stars **Reviewed by:** Mai P. | Mid-Market (51-1000 emp.) **Reviewed Date:** March 31, 2026 **What do you like best about ApprovalMax?** I use ApprovalMax to link with Xero and optimize the process of making requests for Bills and POs. I like that it makes things easier to do and cuts off the manual processes. I appreciate their services and their fast responses, especially when I have issues, as they come up with solutions quickly. **What do you dislike about ApprovalMax?** can the team input more data to help us with control the inventory count? **What problems is ApprovalMax solving and how is that benefiting you?** I use ApprovalMax to link with Xero to make our requests for Bills and POs easier and cut off manual processes. Their fast responses solve issues quickly. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the review, it’s always wonderful to hear positive feedback about the team! We also appreciate your feedback regarding inventory data. We’re always interested in how our users customize the platform to fit their specific workflows, and your input is very helpful as we look for ways to better serve your team. Thank you for the support and for sharing your experience with us! ### 23. Cuts My Workload—Club Managers Can Submit on Their Own **Rating:** 5.0/5.0 stars **Reviewed by:** Hanis H. | Account Executive, Mid-Market (51-1000 emp.) **Reviewed Date:** June 04, 2026 **What do you like best about ApprovalMax?** Reduce my workload as Club Manager can already submbit on their own **What do you dislike about ApprovalMax?** The approval sometimes get delayed by superior **What problems is ApprovalMax solving and how is that benefiting you?** claims from club manager **Official Response from Holan Nguyen:** > Thank you for the review, Hanis. We're really glad ApprovalMax is making a difference for your day-to-day process. We also understand how frustrating it is when an approval you're waiting on sits longer than it should. One thing that can help in this situation is our built-in reminder feature, which gives approvers a gentle prompt so requests don't slip through the cracks. It might be worth suggesting this feature to your superior to keep things moving. You can read more instructions here: https://support.approvalmax.com/en/articles/414668-how-can-i-set-reminders-of-pending-approvals Once again, it's great to have you on board, and thank you for taking the time to share this. ### 24. Ease of Use **Rating:** 4.5/5.0 stars **Reviewed by:** Nova S. | Regional Finance Head, Small-Business (50 or fewer emp.) **Reviewed Date:** March 17, 2026 **What do you like best about ApprovalMax?** Easy to use and understand the process. Also, there are a lot of training materials online. **What do you dislike about ApprovalMax?** Some slight improvements or customization must be provided like, if we go for testing phase only, there should be a testing environment so that all testing done do not mixed up with live postings in Xero. Or there should be an option to suspend the connection to Xero so that it will not directly link to our books when doing the testing. **What problems is ApprovalMax solving and how is that benefiting you?** Automation, uniformity on the process for all properties, centralization of documents and approval matrix will be ensured and monitores. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the review! It’s great to hear that ApprovalMax is helping you achieve uniformity and centralization across your properties. We also appreciate your feedback regarding testing. We understand how important it is to feel confident in your setup and your input is very helpful as we look for ways to make the experience even smoother. Thank you for your support and for helping us understand how we can better serve our users! ### 25. Streamlined Bill Processing with Reliable Support **Rating:** 5.0/5.0 stars **Reviewed by:** Kylie C. **Reviewed Date:** February 09, 2026 **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. **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. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax streamlines processing bills, allowing us to raise purchase orders and match bills easily. It enables on-the-go approvals, which is a big help. **Official Response from Kasia Bargielowski-Foster:** > 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. ### 26. ApprovalMax: Evolving with AI and Seamless Integration **Rating:** 5.0/5.0 stars **Reviewed by:** Mark Jefferson M. | Small-Business (50 or fewer emp.) **Reviewed Date:** March 10, 2026 **What do you like best about ApprovalMax?** What I like about ApprovalMax is that it evolves, always bringing in new features and adapting to new trends in reporting like A.I. It automatically suggests things that help our process. It's very convenient for approving bills, POs, and refunds. Plus, people in my team are happy using it because it's mobile-friendly. The initial setup was very smooth too. **What do you dislike about ApprovalMax?** None so far **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax controls the process flow with strong internal controls. It adapts to trends and suggest improvements, aiding our accounting. It’s convenient for bill, PO, and refund approvals, and mobile-friendly. Our team is happy using it. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the 5-star review! We're so pleased to hear that your team is enjoying the mobile experience and that the initial setup was a success. It is great to know that you value how ApprovalMax continues to evolve. Hearing that our updates are keeping your team happy while maintaining strong controls is a huge win for us. We appreciate the support and look forward to bringing you even more updates soon! ### 27. Seamless Workflow and Customizable Reports **Rating:** 5.0/5.0 stars **Reviewed by:** Ashleigh G. | Mid-Market (51-1000 emp.) **Reviewed Date:** March 11, 2026 **What do you like best about ApprovalMax?** I like the flexibility ApprovalMax has with customizable reports, making it easier to identify errors or issues. I also appreciate how the platform pulls information from documents with minimal error. My team thought the setup was great, and overall, it makes the workflow seamless and dramatically reduces human error. **What do you dislike about ApprovalMax?** I had an issue where it incorrectly coded stamp duty on invoices as GST on Expenses. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax makes workflow seamless, reduces human error, ensures everything matches up, and offers customizable reports that make identifying errors easier while pulling information with minimal error. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the 5-star review, Ashleigh! We're so glad to hear that ApprovalMax is helping your team reduce human error and giving you better visibility. We also appreciate you flagging the specific issue with stamp duty coding. Feedback like this is incredibly helpful as we continue to refine the platform, and it is great to know that, overall, your team found the setup easy and the workflow seamless. We appreciate the support and you taking the time to help us improve! ### 28. ApprovalMax: Streamlined Approvals with Compliance Confidence **Rating:** 4.5/5.0 stars **Reviewed by:** Mary Grace P. | Management Accountant, Small-Business (50 or fewer emp.) **Reviewed Date:** March 18, 2026 **What do you like best about ApprovalMax?** The best thing about ApprovalMax is how it streamlines and automates approval workflows, giving finance teams tighter control, faster processing, and stronger fraud prevention, all while integrating seamlessly with accounting platforms like Xero, which is what we’re currently using. **What do you dislike about ApprovalMax?** The approval workflows are flexible, but they aren’t infinitely customizable. If you need more advanced or highly unique approval structures, you may end up relying on workarounds. **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax automates routing so that bills, invoices, and purchase orders reach the right approvers right away. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the review! It’s wonderful to hear that ApprovalMax is providing your team with tighter control and stronger fraud prevention through your Xero integration. We also appreciate your feedback regarding workflow flexibility. We aim to strike the best balance between powerful automation and a user-friendly setup, and your insights are very helpful as we continue to refine our customization options. Thank you for the support and for helping us understand how we can better serve your team! ### 29. Seamless Xero Integration and Paperless Approvals with a Clear Audit Trail **Rating:** 5.0/5.0 stars **Reviewed by:** KC E. | Group Financial Supervisor, Small-Business (50 or fewer emp.) **Reviewed Date:** March 22, 2026 **What do you like best about ApprovalMax?** It integrates with Xero and supports paperless approvals, with an audit trail for tracking. **What do you dislike about ApprovalMax?** None so far. Everything is good in Appmax **What problems is ApprovalMax solving and how is that benefiting you?** I have to chase approvers and follow up on requests through email. **Official Response from Holan Nguyen:** > Thank you for the 5-star review, KC! It's great to hear everything is running smoothly and that the integration is making your approvals process easier. Your feedback means a lot to us! ### 30. User-Friendly Transition to Automated Workflows **Rating:** 5.0/5.0 stars **Reviewed by:** Jay Mark D. | Small-Business (50 or fewer emp.) **Reviewed Date:** March 10, 2026 **What do you like best about ApprovalMax?** I use ApprovalMax for bills, batch payment, and purchase order management. I really appreciate the easy matching of purchase orders and bills with check and balance features. The budget checking and matching capabilities stand out to me, as well as the integration with Xero for batch payments. The setup was very user-friendly too. **What do you dislike about ApprovalMax?** None **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax makes it easy to match purchase orders with bills and ensures effective budget checking and balance. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the 5-star review! It is great to know that the integration with Xero and our user-friendly setup have made your transition to automated workflows so smooth. We aim to make managing the entire AP lifecycle from purchase order to payment as seamless as possible, and your feedback confirms we are on the right track. We appreciate the support! ### 31. Seamless Xero Integration, Major Upgrade from Previous System **Rating:** 5.0/5.0 stars **Reviewed by:** Bal B. | Director of Finance and Resources, Mid-Market (51-1000 emp.) **Reviewed Date:** December 22, 2025 **What do you like best about ApprovalMax?** Linked with our Xero instance to approve all POs and invoices **What do you dislike about ApprovalMax?** Nothing really. Does what we need it to and was a really big step up from our previous system **What problems is ApprovalMax solving and how is that benefiting you?** Paperless approval process. Audit trail. Sets limits and ensures approval process is adhered to - you cannot raise a PO or pay an invoice that is beyond your sign off level. And all levels must be completed ### 32. OCR That Captures Data Effortlessly **Rating:** 5.0/5.0 stars **Reviewed by:** Jayann A. | Accounts Payable Specialist, Small-Business (50 or fewer emp.) **Reviewed Date:** March 18, 2026 **What do you like best about ApprovalMax?** OCR feature that captures the data from the attachment **What do you dislike about ApprovalMax?** Incorrect amount/date/reference being captured by the OCR feature **What problems is ApprovalMax solving and how is that benefiting you?** Manual input of data **Official Response from Holan Nguyen:** > Thank you for the 5-star review, Jayann! It's great to know that Capture is saving your team from manual data entry. We hear you on the occasional inaccuracies Capture picks up. Our team is already working on improving that accuracy, and we'll keep you posted as things develop. ### 33. Effortless Setup, Excellent Support, and Seamless Xero Integration **Rating:** 5.0/5.0 stars **Reviewed by:** Gavin M. | Managing Director, Mid-Market (51-1000 emp.) **Reviewed Date:** October 26, 2025 **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 **What do you dislike about ApprovalMax?** there is not a thing I dislike about ApprovalMax **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 **Official Response from Dee Johns:** > 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! ### 34. User-Friendly Experience **Rating:** 5.0/5.0 stars **Reviewed by:** Chen W. | Director, Small-Business (50 or fewer emp.) **Reviewed Date:** March 12, 2026 **What do you like best about ApprovalMax?** User friendly and stable features. The customer support is strong and easy to integrate to Xero **What do you dislike about ApprovalMax?** The price can be a little more affordable for the singapore market especially. **What problems is ApprovalMax solving and how is that benefiting you?** Helping our clients manage their internal processes with strong controls so data is verified by various parties before populated to our accounting system xero. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the 5-star review! We are so pleased to hear that ApprovalMax is helping your clients maintain strong internal controls. We also appreciate your feedback regarding our pricing in Singapore as we continue to evaluate how we can best support our partners globally. Thank you for the support and for being a part of our community! ### 35. Bill approval made easy **Rating:** 4.5/5.0 stars **Reviewed by:** Pallekonda S. | Financial Analyst, Tax and Accounting Solutions, Mid-Market (51-1000 emp.) **Reviewed Date:** October 01, 2025 **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. **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. **What problems is ApprovalMax solving and how is that benefiting you?** Quantity of bills without duplicates or wrong uploads is totally solved by ApprovalMax. This makes accounts payable faster without paying extra to the suppliers. **Official Response from Dee Johns:** > 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 ### 36. Simple, Easy to Use, and Flexible Two-Way Xero Integration **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Accounting | Small-Business (50 or fewer emp.) **Reviewed Date:** February 09, 2026 **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. **What do you dislike about ApprovalMax?** It does everything I need, would like them to continue developing features. **What problems is ApprovalMax solving and how is that benefiting you?** It is solving the governance requirement of two approvals for my not for profit clients. Having a clear workflow and audit trail of approvals makes audit time a breeze. **Official Response from Kasia Bargielowski-Foster:** > 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)! ### 37. Streamlined, efficient approvals **Rating:** 4.5/5.0 stars **Reviewed by:** Jon S. | Senior Finance Officer, Small-Business (50 or fewer emp.) **Reviewed Date:** October 06, 2025 **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. **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 **What problems is ApprovalMax solving and how is that benefiting you?** ApprovalMax streamlines accounts payable approvals. **Official Response from Dee Johns:** > 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. ### 38. An effective approval system **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Manufacturing **Reviewed Date:** May 21, 2026 **What do you like best about ApprovalMax?** It has great tutorial videos, great support and it a very useful system to control the approval process for transacting your business with your selected accounting package. **What do you dislike about ApprovalMax?** No downside, we use across all our businesses. **What problems is ApprovalMax solving and how is that benefiting you?** Clearing definitions of approvals process by recognised Managers and interested approval users. **Official Response from Holan Nguyen:** > It's great to hear that the platform is working smoothly across your businesses. And glad the support team and tutorials are hitting the mark. Thank you for taking the time to share! ### 39. Effortless Invoice Detail Capture **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Accounting | Small-Business (50 or fewer emp.) **Reviewed Date:** March 18, 2026 **What do you like best about ApprovalMax?** It easily captures the details of the invoice we are processing. **What do you dislike about ApprovalMax?** None for this feature, as everything is running smoothly with ApprovalMax. **What problems is ApprovalMax solving and how is that benefiting you?** Having the invoice details and amount readily available significantly helps our time management. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the 5-star review! It's great to hear that that everything is running smoothly. We’re glad that the automated capture is making your process more effortless, and we appreciate you taking the time to share your experience with us! ### 40. The platform is easy to navigate, and I can quickly find all the information I need **Rating:** 5.0/5.0 stars **Reviewed by:** Maritza M. | Dispatcher, Mid-Market (51-1000 emp.) **Reviewed Date:** February 23, 2026 **What do you like best about ApprovalMax?** It has streamlined our process and made tracking and approvals much more efficient. **What do you dislike about ApprovalMax?** I would like an easier way to search a vendor **What problems is ApprovalMax solving and how is that benefiting you?** I can quickly find all the information I need when searching for a PO related to an invoice. **Official Response from Kasia Bargielowski-Foster:** > 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! ### 41. Automatic Reminders and a Powerful Approval Analytics Dashboard **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Sports | Small-Business (50 or fewer emp.) **Reviewed Date:** June 04, 2026 **What do you like best about ApprovalMax?** 1-automatic reminder & escalation 2-approval analytic dashboad **What do you dislike about ApprovalMax?** So far , we love using approval max in our bussiness **What problems is ApprovalMax solving and how is that benefiting you?** Helps speed up decision making and document processing **Official Response from Holan Nguyen:** > We're really glad ApprovalMax is helping to speed up decisions and keep things moving across your business. Thank you for sharing this, it's great to have you with us! ### 42. Smooth, Paperless Process from Start to Finish **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Health, Wellness and Fitness | Mid-Market (51-1000 emp.) **Reviewed Date:** March 10, 2026 **What do you like best about ApprovalMax?** Smoothen out the process and its a paperless. **What do you dislike about ApprovalMax?** No grouping of accounts for group of expenses for the budget. **What problems is ApprovalMax solving and how is that benefiting you?** The process flow from preparer to final approver. **Official Response from Kasia Bargielowski-Foster:** > Thank you for the 5-star review! We're glad to hear that ApprovalMax is helping you maintain a smooth, paperless process from start to finish. We also appreciate your feedback regarding the grouping of accounts for budgets. Your input is very helpful as we look for ways to make ApprovalMax even more flexible in the future. We appreciate the support and the feedback! ### 43. Streamlined Month-End Close with Better Expense Control **Rating:** 5.0/5.0 stars **Reviewed by:** Felix L. | Chief operating officer, Small-Business (50 or fewer emp.) **Reviewed Date:** July 15, 2025 **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. **What do you dislike about ApprovalMax?** We might migrate on the "capture" feature, but it's too new right now. **What problems is ApprovalMax solving and how is that benefiting you?** - Accelerated Month-End Close - Stronger Expense Control - Improved Transparency and Collaboration - Better Client Confidence over bills approval **Official Response from Dee Johns:** > 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. ### 44. Easy to setup, easy to use **Rating:** 5.0/5.0 stars **Reviewed by:** David M. | Accounts Payable Manager, Mid-Market (51-1000 emp.) **Reviewed Date:** July 14, 2025 **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. **What do you dislike about ApprovalMax?** Fields can be edited in Xero after approval, though to some degree this is considered necessary. **What problems is ApprovalMax solving and how is that benefiting you?** Stronger control environment in relation to obtaining invoice approvals prior to payment. **Official Response from Dee Johns:** > 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. ### 45. Approvalmax: A Game-Changer for Our Finance Team **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Consulting | Mid-Market (51-1000 emp.) **Reviewed Date:** December 09, 2025 **What do you like best about ApprovalMax?** Approvalmax has been an amazing addition to our finance team **What do you dislike about ApprovalMax?** Some limitations around expenses and spend claims **What problems is ApprovalMax solving and how is that benefiting you?** It makes invoice uploading,booking keeping and approvals easy **Official Response from Kasia Bargielowski-Foster:** > 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 ### 46. ApprovalMax has been a valuable tool in streamlining the approval process. **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Financial Services | Mid-Market (51-1000 emp.) **Reviewed Date:** July 24, 2025 **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. **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. **What problems is ApprovalMax solving and how is that benefiting you?** With ApprovalMax, the approval workflows are automated and fully visible, so approvers are notified in real time, and we can track the status of requests at any stage. This has significantly reduced delays and improved accountability. **Official Response from Dee Johns:** > 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. ### 47. I have excellent experience using Approval Max. **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Environmental Services | Small-Business (50 or fewer emp.) **Reviewed Date:** July 18, 2025 **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. **What do you dislike about ApprovalMax?** The notifications can be an overload at times & the sync time is 2 hours of a wait. **What problems is ApprovalMax solving and how is that benefiting you?** Solves the lack of audit trails and the lack of transparency. Now, with AM, we can see the requesters & approvers and directly & quickly address the problem as there is transparency now. **Official Response from Dee Johns:** > 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. ### 48. Great workflows and great support **Rating:** 4.5/5.0 stars **Reviewed by:** Verified User in Information Technology and Services | Mid-Market (51-1000 emp.) **Reviewed Date:** September 18, 2025 **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. **What do you dislike about ApprovalMax?** Nothing to note. Nothing to note. Nothing. **What problems is ApprovalMax solving and how is that benefiting you?** Workflows and getting the right people to approve invoices. **Official Response from Dee Johns:** > Big thanks for sharing! Approvals made easy, Xero playing nice, and Carmina in the spotlight – sounds like a win all round. ### 49. Making it easy to manage the approval of your business expenses **Rating:** 5.0/5.0 stars **Reviewed by:** 💡 Brendan L. | Founder | Managing Director, Small-Business (50 or fewer emp.) **Reviewed Date:** November 04, 2024 **What do you like best about ApprovalMax?** ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients. Getting ApprovalMax up and running is quick and straightforward. With just a few clicks, it connects to Xero (and also integrates seamlessly with Netsuite, QuickBooks, and CIN7), allowing us to set up customised approval workflows. These workflows can be as simple or as complex as needed, accommodating multi-level approvals with ease. Once configured, the system takes over, and approvers receive email notifications whenever a bill is awaiting approval. By importing budgets into Xero, approvers can immediately see the budget impact of each approval, a feature I find particularly useful for tracking expenses against budget in real-time. When a bill is approved, ApprovalMax automatically attaches a full audit trail in Xero, greatly simplifying our interactions with auditors, especially for our not-for-profit clients. With ApprovalMax, we’ve completely eliminated paper processes and gained oversight into pending approvals, enabling us to close month-end faster and more efficiently. Whenever I’ve needed support, the ApprovalMax customer service team has been prompt, knowledgeable, and responsive, making the experience even smoother. **What do you dislike about ApprovalMax?** The Slack integration is great for being notified of new bills to approve. But unfortunately you still need to have email notifications turned on. I'm sure they'll fix this soon. **What problems is ApprovalMax solving and how is that benefiting you?** track and manage approvals efficiently but also increased the risk of users confusing genuine requests with potential scams. With ApprovalMax, all approvals are now centralised within a single platform, offering a secure, structured process for bill approvals. This allows us to offer accounts payable as a service, where we handle the administrative side, while clients retain full control to monitor and review bills. Clients can now easily verify expenses, check for accuracy in coding, and take ownership over the authenticity of each expense. This streamlined approach brings clarity and confidence, both in managing approvals and in protecting against fraud. **Official Response from Masha Komarova:** > Thanks Brendan. We're thrilled to hear that ApprovalMax has made such a difference to your business. Your email notifications settings shouldn't affect your Slack integration. You might need to review your 'my profile' settings. If you need assistance, feel free to reach out to our support team - we're happy to help! ### 50. Excellent, cost effective app to manage expenses and correct coding for finance teams **Rating:** 5.0/5.0 stars **Reviewed by:** Aaron L. | CEO, Mid-Market (51-1000 emp.) **Reviewed Date:** May 07, 2025 **What do you like best about ApprovalMax?** So flexible to allow whatever workflows you want or need, but tight to enusre nothing happens without following the correct workflow **What do you dislike about ApprovalMax?** Not much to dislike. we use it on every client we can. **What problems is ApprovalMax solving and how is that benefiting you?** Delegations of authority and allocating expenses to the correct GL codes and P/L's **Official Response from Dee Johns:** > Thank for the glowing review, Aaron — love that ApprovalMax is striking the right balance between flexibility and control for your clients. - [View ApprovalMax pricing details and edition comparison](https://www.g2.com/products/approvalmax/reviews?section=pricing&secure%5Bexpires_at%5D=2026-06-13+19%3A06%3A42+-0500&secure%5Bsession_id%5D=0e31d400-2310-4bf9-ae41-4749ea60985b&secure%5Btoken%5D=8471777765b41475f9f588965b78e2086ac0b40cbe66411a4e747f13968859ca&format=llm_user) ## ApprovalMax Integrations - [Dext](https://www.g2.com/products/dext/reviews) - [NetSuite](https://www.g2.com/products/netsuite/reviews) - [QuickBooks Online](https://www.g2.com/products/quickbooks-online/reviews) - [Xero](https://www.g2.com/products/xero/reviews) - [Xero for G Suite](https://www.g2.com/products/xero-for-g-suite/reviews) ## ApprovalMax Features **Data Management** - Consolidation - Classification - External Sources - Integration - Cleaning **Invoice Management** - Capture - Supplier Portal - Repository **Invoice Generation** - Templates - Digital Invoices - Recurring Invoices **Operating System** - PC Operating System - Mac Operating System - Linux Operating System **Document Processing** - File Type - Data Extraction - Mobile Capability - Intelligent Processing - Image Enhancement **Reporting** - Status - Customer Credit - History **Agentic AI - Accounts Payable (AP) and Spend Analysis** - Decision Making **Agentic AI - Accounting & Finance** - Autonomous Task Execution **Analytics** - Benchmarking - KPIs - Compliance - Errors **Invoice Processing** - Matching - Payments - Workflows - Tax Compliance **Invoice Processing** - Approvals - Batch Processing - Consolidation - Match Invoices **Platform Additional Functionality** - Integration - File Conversion - Windows and Mac **Integrations** - Accounting - ERP - CPM **Analytics** - Due Dates - Benchmarking - KPIs **Analytics** - Due Dates - Cashflow - KPIs - Payment Tracking **Recovery** - Historical payments - Overpayments **Transactions** - Credits - Invoices - Payments **Agentic AI - OCR** - Autonomous Task Execution **Integration** - Accounting - Payment Integration - ERP **Integration** - Accounting - Payments - ERP - Account Sync **AP Data Processing** - Workflows - Transparency - Controls **Workflows** - Approvals - Reconciliation **Agentic AI - Invoice Management** - Cross-system Integration - Adaptive Learning - Proactive Assistance **Agentic AI - Accounts Receivable Automation** - Autonomous Task Execution **AI - Accounts Receivable** - Generative - Responses - Predictive Analytics **Risk** - Analysis - Identification - Scoring **Recovery** - Recoup - Reporting **Audit** - Filters - Post Audits - Overpayments - Duplicates **Fraud** - Vendor Checks - Data Generation - Monitoring **Agentic AI - AP Automation** - Autonomous Task Execution - Proactive Assistance - Decision Making ## Top ApprovalMax Alternatives - [BILL AP/AR](https://www.g2.com/products/bill-ap-ar/reviews) - 4.4/5.0 (1,779 reviews) - [Tipalti](https://www.g2.com/products/tipalti/reviews) - 4.5/5.0 (404 reviews) - [Coupa](https://www.g2.com/products/coupa-software-coupa/reviews) - 4.2/5.0 (555 reviews)