ApprovalMax Reviews & Product Details

Name: ApprovalMax
Price: 49.5 USD
Rating: 4.6 (100 reviews)

ApprovalMax is Accounts Payable 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 - Checks every bill against supplier history and flags anomalies before approval – unusual amounts, billing frequency jumps, mismatched coding, or a supplier you've never paid before. - 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.

Seller

ApprovalMax

Discussions

ApprovalMax Community

Languages Supported

English

Solution Type

All-in-One

Pricing

Pricing provided by ApprovalMax.

ApprovalMax Standard

Starting at $49.50

1 organisation Per Month

View More Pricing Information

ApprovalMax Integrations

(6)

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Kylie C.

2/9/2026

"Streamlined Bill Processing with Reliable Support"

5/5

What do you like best about ApprovalMax?

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

What do you dislike about ApprovalMax?

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

Response from Kasia Bargielowski-Foster of ApprovalMax

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

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

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

Thanks for being such a great partner and for choosing ApprovalMax.

Daniel T.

Head of finance

Mid-Market (51-1000 emp.)

7/22/2026

"Keeps Stakeholders Accountable for Approvals"

5/5

What do you like best about ApprovalMax?

Keeping all stakeholders accountable for approvals Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

App could be a bit snappier to allow for faster approvals. Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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Thanks for the 5 stars, Daniel. Driving accountability across the whole team is exactly what we're built for. Point taken on pace, too. We're always working to keep approvals moving faster. Great to have you with us.

Ashleigh G.

Mid-Market (51-1000 emp.)

3/11/2026

"Seamless Workflow and Customizable Reports"

5/5

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. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

I had an issue where it incorrectly coded stamp duty on invoices as GST on Expenses. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the 5-star review, 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!

Mary Grace P.

Management Accountant

Small-Business (50 or fewer emp.)

3/18/2026

"ApprovalMax: Streamlined Approvals with Compliance Confidence"

4.5/5

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. Review collected by and hosted on G2.com.

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. Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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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!

Verified User in Information Technology and Services

Small-Business (50 or fewer emp.)

6/11/2026

"Automates and Simplifies Our Company Approval Flows"

4.5/5

What do you like best about ApprovalMax?

Its features that help to automate and simplify our approval flows within the company Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Nothing really - overall is a good experience Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the review! It’s great to see ApprovalMax taking the manual effort out of your approval workflows, we’re glad the integration is helping to simplify things across the company. Thanks for being a part of our community!

Verified User in Manufacturing

Small-Business (50 or fewer emp.)

8/26/2026

"Impressive"

4.5/5

What do you like best about ApprovalMax?

The Approval System is effective and hassle free. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Search bar needs to be improved, and a few more categories to separate the approval flow for easy visual use Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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It's great to know the approval side is running well for your team.

We're about to upgrade the search feature, which will make finding what you need in ApprovalMax much easier, and we'll be in touch when it's available on your account. On the visual layout of the flow, that's a fair ask too, and we've shared it with our product team.

Thank you so much for your feedback.

KC E.

Group Financial Supervisor

Small-Business (50 or fewer emp.)

3/22/2026

"Seamless Xero Integration and Paperless Approvals with a Clear Audit Trail"

5/5

What do you like best about ApprovalMax?

It integrates with Xero and supports paperless approvals, with an audit trail for tracking. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

None so far. Everything is good in Appmax Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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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!

Jay Mark D.

Small-Business (50 or fewer emp.)

3/10/2026

"User-Friendly Transition to Automated Workflows"

5/5

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. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

None Review collected by and hosted on G2.com.

Response from Kasia Bargielowski-Foster of ApprovalMax

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Thank you for the 5-star review! It 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!

Bal B.

Director of Finance and Resources

Mid-Market (51-1000 emp.)

12/22/2025

"Seamless Xero Integration, Major Upgrade from Previous System"

5/5

What do you like best about ApprovalMax?

Linked with our Xero instance to approve all POs and invoices Review collected by and hosted on G2.com.

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 Review collected by and hosted on G2.com.

Jayann A.

Accounts Payable Specialist

Small-Business (50 or fewer emp.)

3/18/2026

"OCR That Captures Data Effortlessly"

5/5

What do you like best about ApprovalMax?

OCR feature that captures the data from the attachment Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Incorrect amount/date/reference being captured by the OCR feature Review collected by and hosted on G2.com.

Response from Holan Nguyen of ApprovalMax

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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.