Which plan do I need for invoice approvals?

Bill approval workflows are included on all ApprovalMax plans. Some workflow steps, such as auto-approval rules and bill-to-PO matching, are available on Advanced and Premium plans.

Do approvers need access to my accounting system?

No. Approvers review and approve in ApprovalMax, by email, or in the mobile app. Nobody needs a Xero, QuickBooks Online, or NetSuite login just to sign off.

Can ApprovalMax handle multi-step and multi-role approval workflows?

Yes, ApprovalMax supports complex approval workflows. You can add as many steps as you need and specify various roles and rules at any stage.

Can ApprovalMax handle approvals across multiple companies?

Yes. Each company is set up as its own organisation in ApprovalMax, with its own approval workflows and its own connection to Xero, QuickBooks Online, or NetSuite. You can switch between the organisations you have access to.

What is the difference between invoice approval software and AP automation software?

AP automation covers the whole accounts payable process, from capturing bills to making payments. Invoice approval software is the control layer inside it: who signs off, in what order, and on what evidence. ApprovalMax does both, so approvals and the wider AP process stay in one place.

What is invoice approval software?

Invoice approval software is a way to simplify your accounts payable process by automating approval workflows. It takes away the burden of manually coordinating the approval process and keeping track of it. With ApprovalMax, you specify the automated invoice approval workflow once, and the routing, notifications, and record-keeping run themselves. People still make every approval decision; they just stop doing the coordination.

What are the key features to look for in invoice approval software?

To get the most out of invoice approval software, make sure it provides multi-step, multi-level workflows. This way, you'll be able to recreate any complex process. Automatically generated audit trails, bill-to-PO matching, and mobile approvals are among other must-haves.

What types of businesses can benefit from invoice approval software?

Any organisation that approves invoices can simplify their processes and save time with ApprovalMax. If approvals are slowing things down, you need bill approval software.

What is ApprovalMax Capture and how does it integrate with invoice approval workflows?

ApprovalMax Capture is a built-in tool that scans bills into your system and kick-starts the approval process, so you don't have to enter data manually.

How do I set up an invoice approval workflow in ApprovalMax?

To set up an invoice approval workflow, start by connecting to your accounting system. Then, specify the source of the documents, add approval steps, add approvers to the steps and specify the rules, and then you're good to go, just activate the workflow.

Can an invoice be exported into the finance system after approval?

Yes. ApprovalMax will automatically publish the approved invoices to your accounting system for further processing.

Home Accounts Payable automation Invoice approval software

Invoice approval software for busy finance teams

Every bill gets signed off by the right people, without the manual chase. Set your accounts payable approval policy once, and every invoice follows it.

Every bill correctly approved

Route invoice approvals based on the way your business actually runs.

No more chasing sign-offs

Bills route to the right approvers automatically and reminders do the following up, so nothing sits in an inbox.

Audit-ready by default, not by scramble

Every approval decision is on the record automatically. When the auditor asks, the answer already exists.

How ApprovalMax handles invoice approvals

Bills come in clean

Scan bills with ApprovalMax Capture, create them directly, or pull them from your accounting system. A review step catches coding errors before approvals start.

Approvals route the way your business runs

Set conditions like vendor, amount, or GL code. Each bill takes the matching path, through as many approval and authorisation steps as your process needs.

Approve from anywhere

Sign off from email, ApprovalMax mobile app, or web, so bills keep moving whether approvers are on site, travelling, or between meetings.

Risky bills get flagged

Duplicates, PO mismatches, bills that break the budget are caught before approval. Post-approval changes also get flagged.

Integrate with some of the world’s best platforms

Connect ApprovalMax to Xero, QuickBooks Online or NetSuite, and to the apps your finance team already runs on.

Hear it from our customers

We were new to Xero and searching for a solution to help us automate our invoice approvals. After researching ApprovalMax, I found it did exactly what I was looking for. If you’re looking for approval software, ApprovalMax is a great solution.

Sebastian McLarin

Head of Finance and Financial Controller, The Icehouse

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Invoice approval software for busy finance teams