Home Accounts payable Budget checking software

Tighten spend control with ApprovalMax budget checking software

It’s easy for budgets to get out of control without even knowing. Budget checking software gives you a clear, real-time view of the budgets impacted by financial documents you’re approving. This way, it’s simple to stay on top of spending and make informed decisions during approvals.

Get started
control spending with ApprovalMax budget checking software
Trusted by 16,000+ businesses
KPMG_logo
BoardPro_logo_dark
grant-thornton_logo
Shootsa_logo_dark
PFK_logo
BDO_logo
Deloitte_logo
Cancer_Society_logo_dark
Mazars_logo
SoulMachines_logo_dark
bakertilly_logo
FCA_logo
OzHarvest_logo_dark
Q_Apartments_logo_dark
Why choose ApprovalMax’s budget checking software
Simplify decision-making for your approvers

There’s no need to search for the budgets in separate tabs or consult with colleagues.

approver using ApprovalMax's budget checking software
Prevent overspending

Have peace of mind knowing that funds are available to cover every transaction, every time.

prevent overspending with budget checking software
Strengthen your financial controls

Check spending against the budgets to always be on top of where your money is going.

budget overview in budget checking software

What our clients say about ApprovalMax?

ApprovalMax has significantly improved our financial operations, reducing the time it takes to approve invoices, track expenses and manage budgets. Their support team has also been great whenever we've needed help.
Nikkie Manatakis
Corporate Accountant, YourLand Developments

How ApprovalMax budget checking software works

Set up budget checking
  • Sync your Xero budgets or upload them as CSV files
  • Choose a budget checking period: one, three, six, 12 months, or year-to-date
setup budget checking
View your budgets while approving
  • Let approvers view all the relevant budgets right below the request itself
  • View a status indicator that shows whether the budget will be exceeded if the request gets approved – a green indicator means it won’t be exceeded and red means it will
approval matrix in budget checking software
Automatically recalculate budgets after approval

The budget will automatically update once the approval process is complete

final budget review in ApprovalMax's budget checking software

Budget checking software features

Check spend against budgets

With ApprovalMax’s budget checking software, approvers can check information in the same place they manage approvals, rather than looking for budgets in separate tabs or consulting colleagues. The remaining budget is recalculated after each approval for up-to-date budget tracking

check spend in budget checking software
Real-time budget overview
  • Budgets are automatically synchronised with Xero
  • ApprovalMax uses account codes and document dates to pull up the relevant budgets for each line item under review
Real-time budget overview
Flexible budget checking periods
  • The budget checking period can be a calendar year, a financial year, or any other custom period
  • Easily specify whether net or gross amounts are used for checking and tracking budgets
budget checking periods
ApprovalMax integrates with some of the world’s best platforms
Unlock the benefits of ApprovalMax with your accounting system of choice and connect to your favourite apps for even more capabilities.
Explore integrations
ApprovalMax integration with Xero, Quickbooks and NetSuite
Learn more about accounts payable automation with ApprovalMax
Invoice approval software

Switch to automation and speed up your bill processing. Manage and track approvals, reduce mistakes, and simplify audit preparation with invoice approval software.

Learn more
invoice approval software
Expense approval software

Build custom approval workflows to stay on top of employee expenses. Using expense approval software, make it easy for your team to compile, submit, and approve spend.

Learn more
expense approval software
PO matching

Get clarity with PO matching to easily track remaining balances and control spend, comparing invoice totals against POs in a single view.

Learn more
po matching
Purchase Order Software

Avoid surprises or sneaky purchases with purchase order software. Set up who can create POs and approve them, then put them in the hands of the right people.

Learn more
purchase order software
Batch payments

Speed up payment processing with batch payment approvals. Prepare payments faster, review them in one go, and manage everything from one place to keep cash flow running smoothly.

Learn more
batch payments
FAQ

Budget checking software

Can I customise the budget checking periods?

Yes, you can choose from a range of options for your budget check periods, such as one, three, six, 12 months, or year-to-date.

Can ApprovalMax's budget checking be used by different departments?

It can be used by any departments in the organsiation.

How do I set up a check period for budgets?

Go to budget settings and select the time period. Here are the available options:

  • One month
  • Financial quarter (bulks of three months counting from the start of the financial year)
  • Half of a financial year (bulks of six months counting from the start of the financial year)
  • Financial year (bulk of 12 months counting from the start of the financial year)
  • YTD (rolling budget from the beginning of the financial year to the current month)
  • Year with a particular start month (12 months from the selected start month)
  • YTD starting from a particular month (rolling budget from the selected month to the current month)
Can I restrict budget checking to specific users or departments?

You can restrict access to specific documents, but not to the budget checking feature. This means that all users who can approve an invoice will be able to use budget checking.

How does ApprovalMax handle multi-currency budgets?

Request amounts in a non-default currency are converted to the base currency and taken into account during budget checking.

How secure is my budget data in ApprovalMax?

Only users you provide with access to specific documents will see the budget data.

How does budget checking software improve financial accountability?

By providing instant validation of spending against budgets, the budget checking software simplifies the decision-making process for approvers. It prevents overspending, strengthens control over an organisation’s funds, and ultimately helps businesses better manage their finances.

Featured articles
Budget Checking feature
Take control of your budgets with ApprovalMax
Budget management is often challenging – but it doesn’t have to be. Whether you’re a small business or complex operation staying on top of your finances is key to making smart decisions, avoiding overspending, and using resources wisely.
Learn more
Budget Checking During Bill and PO Approval
New Feature: Budget Checking During Bill and PO Approval
Generally speaking, Bill or Purchase Order approval decisions need to take an allocated budget into consideration. This means Approvers have to contact...
Learn more
Master Spend Control
Master Spend Control with ApprovalMax’s Xero
and QuickBooks Online Guides
Are you struggling to keep up with the demands of financial management, tax requirements, and accurate reporting? These tasks can be time-consuming and...
Learn more