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

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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

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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

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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

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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

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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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Hayley P.

Global Service Delivery Lead

Small-Business (50 or fewer emp.)

5/20/2026

"Intuitive and Comprehensive for Both Admins and Users"

4/5

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. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

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!

Verified User in Construction

Mid-Market (51-1000 emp.)

8/4/2026

"A system that works seamlessly with Xero and has filled every gap we had"

4.5/5

What do you like best about ApprovalMax?

It works seamlessly with our currents system Xero and provides all of the additional functionality currently lacking with Xero. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

The workflow wasn't very intuitive to setup initially but made sense after chatting to a member of your team. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

It's great to hear that we've closed the gaps you had with Xero and given your PO approvals the control they need.

If you have any more challenges in managing your set-up, our support team is always happy to help.

Thank you very much for using ApprovalMax.

Verified User in Real Estate

Small-Business (50 or fewer emp.)

6/3/2026

"Effortless Invoice Management with ApprovalMax"

5/5

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. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

None, really loving the ApprovalMax functions. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

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!

Verified User in Accounting

Small-Business (50 or fewer emp.)

9/25/2026

"Streamlined Approvals Without Email Chasing"

5/5

What do you like best about ApprovalMax?

I like that it eliminates the need to chase approvals over email and helps streamline the overall approval workflow. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

None. It works as intended and meets our needs. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

Thank you for the 5 stars. It's good to know that ApprovalMax has put an end to the email chase and kept your approvals moving without manual follow-ups. Thanks again for choosing ApprovalMax!

Akid A.

Account Receivable

Small-Business (50 or fewer emp.)

6/4/2026

"Streamlined Approvals with Full Visibility and Audit Trails"

5/5

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. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

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!

Mandy B.

Client Manager

2/8/2026

"User-Friendly with Stellar Support"

5/5

What do you like best about ApprovalMax?

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

What do you dislike about ApprovalMax?

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

Response from Kasia Bargielowski-Foster of ApprovalMax

edit

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

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

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

Thanks for being a part of the ApprovalMax community!

Verified User in Non-Profit Organization Management

Small-Business (50 or fewer emp.)

7/27/2026

"Convenient Bill Recording in Xero with Insightful ApprovalMax Reports"

4.5/5

What do you like best about ApprovalMax?

It is very convenient to record invoices in xero through ApprovalMax. Also the reports available in ApprovalMax helps to make decisions regarding the invoices efficiently. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

It's better if the appearance of the ApprovalMax system can be changed Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

Glad the reporting is helping you make quicker calls on invoices, and recording bills into Xero is staying simple for your team.

On the look and feel, that's something we're always refining to give you a better experience. Thank you so much for the feedback, and it's great to have you in our community.

Verified User in Accounting

Small-Business (50 or fewer emp.)

9/28/2026

"AppMax is better than Quick Books and Bill.Com!"

5/5

What do you like best about ApprovalMax?

Easy of review and use and communication and allocation! Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Nothing, I like all the features, user experience is great Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

edit

This review has made our day! Thank you so much for the praise, we're glad to have you in our community

Verified User

Mid-Market (51-1000 emp.)

7/23/2026

"Seamless Multi-Level Approval, Minor Capturing Limitations"

4.5/5

What do you like best about ApprovalMax?

I find ApprovalMax's multi-level approval authentication very useful. It's great that anything lower than $400 can be assigned to line managers for approval. The initial setup was very easy, which I appreciate. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

I find the invoice capturing feature in ApprovalMax could be improved. It would be great if it worked more like Dext, allowing a one-stop process where coding is also possible and duplication is not accepted or allowed. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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Hi there, thanks for such a considered review.

Great to see approvals routing the right way which the right people stepping in only where it counts, without slowing everything down. On Capture (our OCR tool), we hear you, and we'll pass this to the product team.

Once again, thank you for being part of our community!

Verified User in Primary/Secondary Education

Mid-Market (51-1000 emp.)

7/30/2026

"Great Spend Control and Clear Visibility to spending levels"

4/5

What do you like best about ApprovalMax?

Control over spending. Stops staff committing us to a spend where there isn't a budget. It gives us visibility to our total liability Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

It can slow the business down if people don't buy into the PO process properly. The software itself is very good. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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Good spending control makes all the difference when you're working to a school budget, so it's great to hear that's exactly what you're getting.

Thank you so much for taking the time to share this!