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Speed up authorisations with expense approval software

Not only is managing expense approval manually time consuming, it’s easy for things to slip through the cracks and even expose businesses to fraud. ApprovalMax's expense approval software automates approvals, offering real-time spending insights and preventing mistakes.

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Speed up authorisations with ApprovalMax's expense approval sofwatre
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How ApprovalMax expense approval software works
Expense request creation

Easily create expense requests using the expense workflow (available for QuickBooks Online). Alternatively, set up a standalone workflow for your Xero integration or even without a connected accounting system.

expense request creation in expense approval software
Expense reports import

Pull expense reports from NetSuite or Dext to process them according to your approval policy, however complex it is.

expense report import in expense approval software
Multi-step and multi-role authorisation

Set up sophisticated approval workflows with unlimited approvers at each step.  Specify rules, like dollar value or user, for full control over your expenses.

approval matrix in ApprovalMax's expense approval software
Approved expenses

Automatically sync approved expenses to your accounting system and generate audits trails every step of the way, making audit a breeze.

approved expenses

What our clients say about ApprovalMax

ApprovalMax Capture has streamlined our accounts payable process. Uploading bills is simple, and the automated data extraction combined with the bill approval workflow saves us hours each week.
Cait Green
General Manager Finance, Cowal Agriculture

Core features of our expense approval software

Customisable approval workflows
Multi-level authorisation

Define multiple approval levels based on criteria like amount, department, or expense category. Let approvers review, approve, or reject expenses and leave comments or request changes.

multi level authorisation in expense approval software
Dynamic workflow adjustments

Put the right documents in the hands of the right people. Automatically route expenses to approvers based on pre-set rules and adjust workflows in a few simple steps, whenever you need.

dynamic workflow
Custom workflows

Use standalone workflows for expense pre-approvals or sign off other expenses, such as expense claims, credit card expenses, petty cash, and expense reimbursements.

ApprovalMax custom workflows
Seamless sync with QuickBooks Online
ApprovalMax integrates directly with QuickBooks Online to automatically sync approved expenses
Approvalmax integration with Quickbooks Online
Maintain data integrity and compliance by ensuring only approved expenses with an audit trail are pushed to QuickBooks Online

 

audit trail in expense approval software
Real-time expense tracking
Stay on top of expense submissions and approvals in real-time from a single, centralised dashboard
real-time expense trackings
Automatically notify approvers and requesters of a document’s progress to keep the approval process moving without lifting a finger
ApprovalMax integration with Slack
Set up alerts for overdue approvals to ensure timely processing
setup alerts for approvals in expense approval software
Robust security and compliance
Set up strong financial controls to make sure all expenses are approved and paid correctly, each and every time
setup financial controls
Define roles and permissions so only authorised team members can create, view, or approve expenses
define roles in approval matrix
Automatically generate detailed audit reports, capturing the entire approval history for each expense
generate audit reports in ApprovalMax's expense approval software
Help comply with regulatory requirements through comprehensive documentation
reporting in expense approval software
Streamlined expense submission
Easy-to-use, intuitive interface for employees to quickly submit expense requests
submiting expense requests in expense approval software
Options to choose payee, payment account, and payment method during submission
selecting payment method in expense approval software
Customisable access rights so only certain vendors or locations can be selected
customisable accesses in approval matrix
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 Online and Netsuite
Customer Stories
bmi group
BMI Group saves two FTEs per month with ApprovalMax
Learn how BMI Group (Canada), a company specializing in revitalizing industrial properties, uses ApprovalMax for time and cost savings...
Learn more
green cross
Five-minute approvals for leading New Zealand healthcare provider
Green Cross Health, is a primary healthcare provider in New Zealand, providing services to thousands of patients across the country. However, due to...
Learn more
icehouse
How approval automation saves this investment firm 40 hours a week
The Icehouse is a leading player in New Zealand’s business and start-up investment sector, with over two decades of experience coaching SME...
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FAQ

Expense approval software

Who needs expense approval software?

Businesses of all sizes benefit from strengthening their financial controls, improving expense tracking, and staying on top of budget policies through expense approval software solution. It’s especially useful for organisations with complex approval matrixes and those looking to reduce the risk of fraud and errors.

How does expense approval software help reporting?

Expense approval software improves expense reporting by automating the approval process, making sure all expenses are properly reviewed before being recorded in the general ledger. This improves accuracy, provides real-time insights, and makes it easy to comply with company policies.

How do I create an expense in ApprovalMax?

To create an expense in ApprovalMax, log in to your account, navigate to the 'Create Expense' section, and fill out the necessary details, including the expense category, amount, and any supporting documentation. Once submitted, the expense will be routed through the predefined approval workflow.

Can I create/approve expense requests in the mobile app?

Yes, the mobile app supports expense creation.

How does the expense creation and approval workflow for QuickBooks Online work?

Expenses can be created directly in ApprovalMax or pulled from Dext. After that they go through the custom approval workflow, and when all approvals are in place, the approved expense and automatically generated audit report get pushed to QuickBooks Online.

Can I pull expenses from QuickBooks Online to ApprovalMax?

Yes, ApprovalMax supports pulling existing expenses from QuickBooks Online without, but these expenses will not run through the approval process in ApprovalMax.