--- title: ApprovalMax Reviews meta_title: 'ApprovalMax Reviews 2026: Details, Pricing, & Features | G2' meta_description: Filter 65 reviews by the users' company size, role or industry to find out how ApprovalMax works for a business like yours. aggregate_rating: rating_value: 4.7 review_count: 65 scale: '5' date_modified: '2026-07-18' parent_category: name: Accounting & Finance url: https://www.g2.com/categories/accounting-finance --- # ApprovalMax Reviews **Vendor:** ApprovalMax **Category:** [Accounts Payable Automation Software](https://www.g2.com/categories/ap-automation) **Average Rating:** 4.7/5.0 **Total Reviews:** 65 ## 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 control in processes. (14 reviews) - Users admire the **ease of use** of ApprovalMax, finding it intuitive and flexible for all team members. (11 reviews) - Users appreciate the **easy integrations** with accounting systems, enhancing workflow efficiency and maintaining synchronized data. (8 reviews) - Users appreciate the **efficiency** of ApprovalMax's automated workflows, streamlining approvals and enhancing the overall process. (8 reviews) - Users appreciate the **strong integration with accounting systems** , ensuring seamless syncing 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 find **missing features** in ApprovalMax frustrating, particularly with workflows and support for new functionalities. (5 reviews) - Users find **approval issues** challenging due to tricky initial setup and missing approvers, complicating workflow efficiency. (3 reviews) - Users face **data management challenges** with 2FA, support issues, and workflow reassignments, complicating their experience. (2 reviews) - Users face **limitations with expense claims** and issues with approvers not being automatically added to bills. (2 reviews) - Users face challenges due to a **lack of communication features** , leading to unresolved issues and unacknowledged feedback. (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. 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. ### 2. 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! ### 3. 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. ### 4. Simplification of Payables Approvals processes within organisations **Rating:** 5.0/5.0 stars **Reviewed by:** Cassandra S. | Director, Small-Business (50 or fewer emp.) **Reviewed Date:** September 18, 2024 **What do you like best about ApprovalMax?** We have been Xero Partners for a number of years, and have clients with supplier bill and expense approvals processes that range from simple to more complex, and with potentially more than a single authoriser required. ApprovalMax has helped simplify this approvals process - allows our clients to have visibility of what expenses are being incurred, and ensure the accounting treatment or tracking is correct, prior to it hitting the ledger. With the added bonus of supplier approval protocols in play, we know that fraud mitigations is occuring at all levels within the Accounts Payables Process. **What do you dislike about ApprovalMax?** Not sure its a dislike, but it does make you think more strategically about how you manage expense approvals in your business. To gain the full benefit of AM, you need the team (from the business owner down), to be engaged with the product **What problems is ApprovalMax solving and how is that benefiting you?** Simplification of approvals processes related to Accounts Payables Processing - eliminates the need for to and fro emails to gain the right approvals from the right people at the right time. **Official Response from Masha Komarova:** > Thanks for the 5 stars, Cassandra! It's great to hear ApprovalMax has been able to simplify the accounts payable workflows for both you and your clients, whilst providing peace of mind—that's exactly what we aim to do. ### 5. Great app to manage simple and complex approvals **Rating:** 5.0/5.0 stars **Reviewed by:** Helina P. | CEO, Small-Business (50 or fewer emp.) **Reviewed Date:** December 17, 2024 **What do you like best about ApprovalMax?** ApprovalMax makes it very simple to manage all levels of complexities with regards to approvals. Not only can you manage multi-level user approval steps, but you can also set approval workflows based on accounts, classes, or locations that the transaction is allocated to or dollar thresholds. With the new receipt capture feature, it is simple to manage the complete bill and expense workflows automation with ease. **What do you dislike about ApprovalMax?** I would love to see some further development to support expense report approvals for employee reimbursements. **What problems is ApprovalMax solving and how is that benefiting you?** Complex approval automation workflows. Typically, team default to approvals in email chains, or worse, printed documents. ApprovalMax digitizes and automates the workflows to ensure ease of use and compliance. ### 6. Trusted Partner for Approval Management **Rating:** 5.0/5.0 stars **Reviewed by:** Peter Sean M. | Director, Mid-Market (51-1000 emp.) **Reviewed Date:** July 31, 2024 **What do you like best about ApprovalMax?** I love the simplicity of the solution. It doesn't aim to be everything, but rather solves a key problem in business and covers a range of areas from purchase orders, supplier bills, sales invoices and more. The integration with Xero is also really easy to set up. Finally, the team are always available to support when we have issues. **What do you dislike about ApprovalMax?** It is hard to come up with many issues with the product. Perhaps my current issue is the new capture feature is not yet mature enough to replace our existing tool. **What problems is ApprovalMax solving and how is that benefiting you?** - It streamlines the approval process for our clients which is often done manually or over emails. - It provides a structured approval process with an audit trail and ability to follow up on outstanding approvals. - It allows approvers to review budget and also match to Purchase Orders **Official Response from Masha Komarova:** > Thanks Peter, we're thrilled to hear you are loving the product and we've been able to remove some of those tedious approval workflows you had previously. We'd love to hear how you are using Capture and what your existing tool provides. Please share your thoughts on the ApprovalMax feedback tool. https://support.approvalmax.com/portal/en/kb/articles/customer-feedback-tool-16-3-2022 ### 7. Superb for controls and processes **Rating:** 5.0/5.0 stars **Reviewed by:** Stuart H. | Founder, Small-Business (50 or fewer emp.) **Reviewed Date:** August 08, 2024 **What do you like best about ApprovalMax?** It's easy to use and to scale business processes using approvalMax You can build processes that are as simple or complex as required, and the connections to xero, dext and other accounting packages make implementation nice and straightforward **What do you dislike about ApprovalMax?** The receipt Capture is still new, I wouldn't say I dislike it, but it will be exciting to see how quickly that can develop as this could be huge for businesses on the larger softwares that don't have this functionality currently **What problems is ApprovalMax solving and how is that benefiting you?** As an accountant it's been fundamental for building the outsourced finance function Bringing in scalable processes that enhance controls has been critical to this **Official Response from Masha Komarova:** > Thanks Stuart, we're so pleased to hear you're loving ApprovalMax and how it supports your business needs. As an early adopter of ApprovalMax Capture, we’re excited about the new opportunities it will create for our customers. ### 8. Seamless integration and customizable **Rating:** 4.0/5.0 stars **Reviewed by:** Verified User in Non-Profit Organization Management | Mid-Market (51-1000 emp.) **Reviewed Date:** June 10, 2024 **What do you like best about ApprovalMax?** Integration with oher platform like Dext and Xero **What do you dislike about ApprovalMax?** Reporting is lacking, would appreciate much more automation on reporting **What problems is ApprovalMax solving and how is that benefiting you?** Different tiers approval for procurement stage **Official Response from Masha Komarova:** > Thank you for leaving a review. ApprovalMax offers both request and line-item level reports, along with scheduled reporting features that allow you to set a schedule for generating reports and sending them to selected email addresses etc. We’d love to hear your thoughts on any additional reporting features you’d like to see. Please share your feedback in the ApprovalMax customer feedback tool - https://support.approvalmax.com/portal/en/kb/articles/customer-feedback-tool-16-3-2022 ### 9. Very nice experience **Rating:** 4.0/5.0 stars **Reviewed by:** Amit J. | Enterprise (> 1000 emp.) **Reviewed Date:** August 24, 2023 **What do you like best about ApprovalMax?** Its too smooth and having high security enabled **What do you dislike about ApprovalMax?** Sometimes do lagging, and we can't use third party websites while suffering **What problems is ApprovalMax solving and how is that benefiting you?** It should have digitally automatic signature options preloaded in it ### 10. Good for approving Work Flows but little confusing to use **Rating:** 4.0/5.0 stars **Reviewed by:** Zachary B. | Mid-Market (51-1000 emp.) **Reviewed Date:** March 05, 2023 **What do you like best about ApprovalMax?** A major perk of the system is the ease of setting up approval processes very simple and effective and easily integrated for notifications. **What do you dislike about ApprovalMax?** Approval max could use an improved layout and some updated features to help cross work flows if needed. **What problems is ApprovalMax solving and how is that benefiting you?** Approval max can be a bit slow and outdated however, i believe they have been working on a new look and new features recently. ### 11. a good system for approving and raising POs **Rating:** 4.5/5.0 stars **Reviewed by:** Tamer e. | Purchasing Specialist, Mid-Market (51-1000 emp.) **Reviewed Date:** November 22, 2022 **What do you like best about ApprovalMax?** Easy to use and ability to create customised reports **What do you dislike about ApprovalMax?** Very hard to search POs with the specific search criteria **What problems is ApprovalMax solving and how is that benefiting you?** Creating POs digitally and getting them approved with tracking of the status ### 12. User friendly approval system **Rating:** 4.0/5.0 stars **Reviewed by:** Verified User in Computer Software | Mid-Market (51-1000 emp.) **Reviewed Date:** August 31, 2022 **What do you like best about ApprovalMax?** Good flexibility to create bespoke approval hierarchies based on value, department etc. Email notifications are very effective and make it easy to approve in a single click. **What do you dislike about ApprovalMax?** Doesn't seem to have much automation when it comes to input - for example auto-scanning of quotes or invoices for coding prior to approval request would be a great feature (similar to what expense claim systems such as Xero Expenses, Webexpenses, Expensify, Concur do now. **What problems is ApprovalMax solving and how is that benefiting you?** The manual emailed approval of purchase orders and invoices. Not having an audit trail of who approved what expense, when. No efficient system for keeping all approvals in once place. ### 13. Transparent Expenditure Tracking **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Hospitality | Small-Business (50 or fewer emp.) **Reviewed Date:** December 29, 2021 **What do you like best about ApprovalMax?** ApprovalMax is easy to use and not only helps to make everything transparent for future auditing purposes but also ensures a smooth and quick process for getting expenditures approved and signed off. What's more, everything goes straight into your accounting software, saving the finance department time and preventing errors in data capturing. **What do you dislike about ApprovalMax?** The plus features for QuickBooks Online aren't as advanced as the plus features for Zero. I know the dev team is currently working on this, though, and I am excited for when these awesome features become available for QuickBooks Online. The Budgeting tool, in particular, is going to be an absolute game-changer for my managers! **What problems is ApprovalMax solving and how is that benefiting you?** Besides the QBO version not being advanced as the Zero version, I have no issues with the ApprovalMax team. Their support team and sales consultants are absolute stars and I love working with and interacting with them. I also love it when they use us as their guinea pigs. ### 14. Makes submitting volunteer expenses easy **Rating:** 3.5/5.0 stars **Reviewed by:** Verified User in Non-Profit Organization Management | Small-Business (50 or fewer emp.) **Reviewed Date:** September 23, 2020 **What do you like best about ApprovalMax?** - Remembers repeat suppliers to save having to input the same details repeatedly - Clear sign off and approval process so reduced internal admin and confusion - Option of changeable tax (ie VAT or no VAT) plus it does the maths for you of adding up total expenses - Ability to attach pdfs and files so can upload photographs of receipts whilst I don't have access to a scanner - Remembers departments for coding to make it easier to track budgets and ensure accurate coding, you are able to scroll through these to find the most appropriate department for the expense rather than trying to remember it off the top of your head. **What do you dislike about ApprovalMax?** - Large volume of daily updates on outstanding requests - If an expense is miscoded it seems to be impossible to go in and edit the request once it is submitted so you have to duplicate the work to redo the same expense rather than simply clicking to update the coding. **Recommendations to others considering ApprovalMax:** Creating an easy to follow user guide for staff makes the new system really easy and quick to pick up and improves efficiency. **What problems is ApprovalMax solving and how is that benefiting you?** - Ensures expenses are paid to volunteers in a timely manner - Easier to keep track of invoices and POs provided to corporate partners - Faster approval process that is more flexible to accommodate remote and home working, don't need to wait for a senior member of staff to be in the office to sign off an expense. - Reduces the admin of needing to find out the status of an expense when you can log in and track it ### 15. Approval Max Finance System **Rating:** 3.5/5.0 stars **Reviewed by:** Verified User in Law Practice | Mid-Market (51-1000 emp.) **Reviewed Date:** July 31, 2019 **What do you like best about ApprovalMax?** When items are pre-populated it makes it very easy to load documents for approval. **What do you dislike about ApprovalMax?** Cannot be centralized to all network-based teams. Each Network team if not central can only access companies listed as per their team. The PDF invoices or quotations sometimes cannot get loaded due to their size, this means you have to wait for IT Team to compress the files 1st. **What problems is ApprovalMax solving and how is that benefiting you?** Quick Approvals. Auto generates Purchase Orders PO numbers can never be repeated which makes payment tracking seamless. - [View ApprovalMax pricing details and edition comparison](https://www.g2.com/products/approvalmax/reviews?page=2§ion=pricing&secure%5Bexpires_at%5D=2026-07-19+10%3A49%3A01+-0500&secure%5Bsession_id%5D=a58cef76-9226-4946-b62e-f6bfb1f558d7&secure%5Btoken%5D=a2964ade0daf9fee479e71983059b66c4c068dd935e5636948def381dc30d2ed&format=llm_user) ## ApprovalMax Integrations - [Dext](https://www.g2.com/products/dext/reviews) - [NetSuite](https://www.g2.com/products/oracle-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) - [Xero Practice Manager](https://www.g2.com/products/xero-practice-manager/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 (1,783 reviews) - [Tipalti](https://www.g2.com/products/tipalti/reviews) - 4.5/5.0 (412 reviews) - [Coupa](https://www.g2.com/products/coupa-software-coupa/reviews) - 4.2/5.0 (555 reviews)