Name: ApprovalMax
Rating: 4.6 (100 reviews)

ApprovalMax Pros and Cons: Top 5 Advantages and Disadvantages

Quick AI Summary Based on G2 Reviews

Generated from real user reviews

Users appreciate the streamlined and automated approval workflows of ApprovalMax, enhancing efficiency and visibility in the process. (14 mentions)

Users commend the ease of use of ApprovalMax, appreciating its intuitive setup and flexibility for efficient workflows. (11 mentions)

Users appreciate the easy integrations with accounting systems like Xero and QuickBooks, enhancing workflow efficiency. (8 mentions)

Users appreciate the efficiency of ApprovalMax, enabling streamlined workflows and enhanced financial transaction management. (8 mentions)

Users value the strong integration with accounting systems, enhancing workflow efficiency and maintaining synced financial data. (8 mentions)

Users experience missing features in ApprovalMax, hindering smooth workflows and complicating user support efforts. (5 mentions)

Users face approval issues due to complicated workflows and missing approvers, making setup and adjustments challenging. (3 mentions)

Users often face data management issues such as 2FA hurdles and tricky approval reassignments, complicating their experience. (2 mentions)

Users find limitations around expense management frustrating, as it can lead to extra work and re-uploads. (2 mentions)

Users find the lack of communication features in ApprovalMax hinders support and delays feature request visibility. (2 mentions)

5 Pros or Advantages of ApprovalMax

1. Approval Process

Users appreciate the streamlined and automated approval workflows of ApprovalMax, enhancing efficiency and visibility in the process.

See 14 mentions

See Related User Reviews

Verified User

Small-Business (50 or fewer emp.)

4.0/5

"Streamlines Approval Processes, But Needs Better Support"

What do you like 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 admi

Nikki D.

Small-Business (50 or fewer emp.)

5.0/5

"ApprovalMax is a Fabulous Tool is our AppStack!"

What do you like about ApprovalMax?

ApprovalMax is easy to implement, use and support is outstanding! It's a valuable tool in our Clients' businesses, ensuring financial transactions ar

2. Ease of Use

Users commend the ease of use of ApprovalMax, appreciating its intuitive setup and flexibility for efficient workflows.

See 11 mentions

See Related User Reviews

Verified User

Small-Business (50 or fewer emp.)

4.0/5

"Streamlines Approval Processes, But Needs Better Support"

What do you like 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 admi

Nikki D.

Small-Business (50 or fewer emp.)

5.0/5

"ApprovalMax is a Fabulous Tool is our AppStack!"

What do you like about ApprovalMax?

ApprovalMax is easy to implement, use and support is outstanding! It's a valuable tool in our Clients' businesses, ensuring financial transactions ar

3. Easy Integrations

Users appreciate the easy integrations with accounting systems like Xero and QuickBooks, enhancing workflow efficiency.

See 8 mentions

See Related User Reviews

Verified User

Small-Business (50 or fewer emp.)

5.0/5

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

What do you like about ApprovalMax?

Simple and easy to use, the 2 way integration with Xero gives plenty of options to suit different workflows.

Kylie C.

5.0/5

"Streamlined Bill Processing with Reliable Support"

What do you like 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

4. Efficiency

Users appreciate the efficiency of ApprovalMax, enabling streamlined workflows and enhanced financial transaction management.

See 8 mentions

See Related User Reviews

Nikki D.

Small-Business (50 or fewer emp.)

5.0/5

"ApprovalMax is a Fabulous Tool is our AppStack!"

What do you like about ApprovalMax?

ApprovalMax is easy to implement, use and support is outstanding! It's a valuable tool in our Clients' businesses, ensuring financial transactions ar

Maritza M.

Mid-Market (51-1000 emp.)

5.0/5

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

What do you like about ApprovalMax?

It has streamlined our process and made tracking and approvals much more efficient.

5. Integrations

Users value the strong integration with accounting systems, enhancing workflow efficiency and maintaining synced financial data.

See 8 mentions

See Related User Reviews

Verified User

Small-Business (50 or fewer emp.)

4.0/5

"Streamlines Approval Processes, But Needs Better Support"

What do you like 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 admi

Verified User

Small-Business (50 or fewer emp.)

5.0/5

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

What do you like about ApprovalMax?

Simple and easy to use, the 2 way integration with Xero gives plenty of options to suit different workflows.

5 Cons or Disadvantages of ApprovalMax

1. Missing Features

Users experience missing features in ApprovalMax, hindering smooth workflows and complicating user support efforts.

See 5 mentions

See Related User Reviews

Verified User

Small-Business (50 or fewer emp.)

4.0/5

"Streamlines Approval Processes, But Needs Better Support"

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 i

Mandy B.

5.0/5

"User-Friendly with Stellar Support"

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

2. Approval Issues

Users face approval issues due to complicated workflows and missing approvers, making setup and adjustments challenging.

See 3 mentions

See Related User Reviews

Kylie C.

5.0/5

"Streamlined Bill Processing with Reliable Support"

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 changin

Mandy B.

5.0/5

"User-Friendly with Stellar Support"

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

3. Data Management

Users often face data management issues such as 2FA hurdles and tricky approval reassignments, complicating their experience.

See 2 mentions

See Related User Reviews

Verified User

Small-Business (50 or fewer emp.)

4.0/5

"Streamlines Approval Processes, But Needs Better Support"

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 i

Mandy B.

5.0/5

"User-Friendly with Stellar Support"

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

4. Invoice Management

Users find limitations around expense management frustrating, as it can lead to extra work and re-uploads.

See 2 mentions

See Related User Reviews

Verified User

Mid-Market (51-1000 emp.)

5.0/5

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

What do you dislike about ApprovalMax?

Some limitations around expenses and spend claims

Pallekonda S.

Mid-Market (51-1000 emp.)

4.5/5

"Bill approval made easy"

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.

5. Lack of Communication Features

Users find the lack of communication features in ApprovalMax hinders support and delays feature request visibility.

See 2 mentions

See Related User Reviews

Verified User

Small-Business (50 or fewer emp.)

4.0/5

"Streamlines Approval Processes, But Needs Better Support"

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 i

Jon S.

Small-Business (50 or fewer emp.)

4.5/5

"Streamlined, efficient approvals"

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

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Verified User in Health, Wellness and Fitness

Small-Business (50 or fewer emp.)

6/4/2026

"Automated Invoice Approvals and Seamless Xero Sync"

4/5

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. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

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.

Lia W.

Finance Manager

Mid-Market (51-1000 emp.)

3/11/2026

"Smoother Workflow with ApprovalMax and Great Support from Carmina Medina"

4/5

What do you like best about ApprovalMax?

ApprovalMax allows us a smoother workflow. We are well supported by Carmina Medina. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

edit

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!

Nikki D.

Managing Director

Small-Business (50 or fewer emp.)

2/26/2026

"ApprovalMax is a Fabulous Tool is our AppStack!"

5/5

What do you like best about ApprovalMax?

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

What do you dislike about ApprovalMax?

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

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

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

Response from Kasia Bargielowski-Foster of ApprovalMax

edit

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!

Pam N.

Small-Business (50 or fewer emp.)

8/26/2026

"ApprovalMax has definitely assisted in improving processes and saving time within our business."

5/5

What do you like best about ApprovalMax?

It is user-friendly from the initial setup through everyday use, and the mobile app makes it very convenient to run our business while on the go. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Nothing to add at the moment. It serves our requirements well and does what we need. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

Thank you for the 5-star review, Pam. It's great to know that ApprovalMax has earned a place in how you run things day-to-day. It's great to have you on board.

Sheila D.

Finance Officer

Small-Business (50 or fewer emp.)

8/25/2026

"ApprovalMax Streamlines Approvals and Keeps Everything Organized"

5/5

What do you like best about ApprovalMax?

ApprovalMax helps cut down on manual work and reduces back-and-forth communication by automating the approval process and keeping everything organized in one place. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Having to pay a separate amount for ApprovalMax capture. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

This is great to hear, Sheila. Less manual chasing and a clear record to lean on are exactly the outcome we build toward.

Regarding ApprovalMax Capture, we're currently rolling out a new pricing model which will see Capture included as standard, no add-on necessary. We'll let you know before it reaches your account

Thank you so much for the positive feedback; it's great to have you on board.

John M.

Regional Finance Manager

Mid-Market (51-1000 emp.)

3/10/2026

"Highly Customizable Workflow That Fits Our Business Practices"

5/5

What do you like best about ApprovalMax?

The workflow is customizable depending on our needs and aligned with our business practices. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

edit

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!

twinky a.

Senior Accounting Specialist

Small-Business (50 or fewer emp.)

6/4/2026

"Easy Access and Seamless Xero Integration"

5/5

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. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

So far, nothing as approvalmax is very useful. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

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!

Azzanul A.

Head of Information Technology

Small-Business (50 or fewer emp.)

9/4/2026

"Streamlined Approvals, Bills & POs with Easy Xero Integration"

5/5

What do you like best about ApprovalMax?

Ease business for approval process, managing bills and PO. Easy to integrate with Xero Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Configuring access of each user is a huge hustle, administrator doesn't have feature to register user and manage password Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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It's great to know that ApprovalMax is helping you handle approval process with ease, Azzanul.

We understand your point about access configuration; please share it on our feature request board at https://approvalmax.canny.io/, and it will go straight to our product team.

Thank you for being part of our community!

sabrina g.

Mid-Market (51-1000 emp.)

9/2/2026

"User-Friendly Approvalmax That Transformed Our AP Process Across 50+ Entities"

5/5

What do you like best about ApprovalMax?

It’s very user-friendly. Approvalmax has made a huge impact on our AP process, especially since we’re handling more than 50 entities. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

None. At the moment, I believe Approvalmax is able to deliver what we need. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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Thank you for such positive feedback, Sabrina. It's great to hear that ApprovalMax is scaling with you. Thanks for choosing ApprovalMax!

Chris C.

Enterprise (> 1000 emp.)

8/28/2026

"From Simple to Complex Workflows Made Easy"

4/5

What do you like best about ApprovalMax?

The ease of creating simple workflows basic needs, right through to complex workflows with very specific needs Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

The product meets expectations for our required use. I have nothing to dislike. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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Thank you for your kind words, Chris. We're glad that ApprovalMax works well for your everyday approvals, from basic to complicated ones. It's great to have you in our community.