Transparent Tax Details
September 30, 2025

Transparent tax details

Make audits, reporting, and compliance easier. A detailed SuiteTax pop-up now shows line-level and document-level data for all request types except journal entries, giving finance teams full visibility of tax and gross amounts and reducing back-and-forth with approvers or accountants.

  • New
  • Audit & compliance
  • NetSuite
Stop open POs lingering ( NetSuite )
September 30, 2025

Stop open POs lingering

Keep records accurate and prevent processing errors. Purchase orders can now be closed in ApprovalMax, updating all unbilled lines as Closed in NetSuite and stopping further bill-to-PO matching, reducing manual corrections and follow-up work.

  • New
  • Audit & compliance
  • NetSuite
Group 1000007600 (2)
September 30, 2025

Email trail at a glance

Approvers get full visibility and fewer follow-ups. The email trail in ApprovalMax Capture, shows the original email content alongside the request, so approvers have all context in one place, reducing back-and-forth with requesters and speeding up approvals.

  • New
  • Real-time visibility
  • Xero
  • QBO
  • NetSuite
Smarter Invoice Coding
September 30, 2025

Smarter invoice coding

Reduce errors and gain more control over bills and invoices. Data entry rules for bills and invoices uploaded via ApprovalMax Capture, can now be set per supplier or customer for fields like currency, account, tax, or region. Costs can also be split or conditionally coded, giving finance teams consistent, accurate data from the start.

  • New
  • Automation
  • Xero
Sept PUW 2025
August 22, 2025

September product update

See what’s new in ApprovalMax. From three-way matching and bill-to-PO shortcuts to smarter reporting, ApprovalMax Capture expenses, and ApprovalMax Pay wallets – we’ll cover the updates that strengthen fraud prevention, improve visibility, and keep data accurate across Xero, QuickBooks Online, and NetSuite.
  • New
  • Automation
  • Scalability
  • Real-time visibility
  • Workflow control
  • Audit & compliance
  • Accounting integration
  • Xero
  • QBO
  • NetSuite
3-way matching NetSuite
August 22, 2025

Avoid billing errors with three-way matching

Billing mistakes waste time and can lead to payment disputes. With three-way matching, Bills are checked against Purchase Orders and Item Receipts before approval, helping you catch errors early. Matches can be edited any time until the Bill is fully approved. 

  • New
  • Workflow control
  • Audit & compliance
  • NetSuite
Budget Checks QBO
August 22, 205

Upload journal entries in minutes

Manually entering large volumes of Journal Entries is slow and prone to mistakes. Now you can import entries via CSV using a ready-made template, standardise data, and upload up to 200 lines in just a few clicks. 

  • New
  • Security
  • Accounting integration
  • Audit & compliance
  • QBO
Overspending
August 22, 2025

Stay on budget with clear checks

Unexpected overspending puts pressure on cash flow. Finance teams can now compare payables against the budget before approval and see remaining amounts with a simple traffic light system. Available on Advanced and Premium plans. 

  • New
  • Real-time visibility
  • QBO
Update requests without delays
August 22, 2025

Update requests without delays

Rejected requests over minor edits create unnecessary delays. Approvers can now update details during the approval process instead of rejecting and restarting.

  • New
  • Workflow control
  • Collaboration
  • NetSuite
Manage AP payments in one place
July 30, 2025

Manage AP payments in one place

Paying suppliers across multiple currencies and systems can be messy. With ApprovalMax Pay, you can create multicurrency wallets, make batch payments in one click, and manage everything in a single platform. Available in beta for Xero organisations registered in the UK. 

  • New
  • Security
  • Real-time visibility
  • Xero
Bill PO context NetSuite
July 30, 2025

Approve Bills with PO context

Approving a Bill without seeing the related Purchase Order can lead to mistakes. Now you can view the original PO alongside each Bill and adjust matching rules in workflow settings. All actions are recorded in the audit trail.

  • New
  • Workflow control
  • NetSuite
Stop payment fraud before it happens
July 30, 2025

Stop payment fraud before it happens

Sending money to the wrong account is costly and stressful. With Confirmation of Payee (CoP), you can verify that the account name matches the bank details before sending a payment. CoP verifies the payee’s name against their account number and sort code. Available for organisations using ApprovalMax Pay. 

  • New
  • Security
  • Xero
Copy to bill
July 30, 2025

Match Bills to POs more easily

Manually matching Bills and Purchase Orders can slow down submissions. Now, POs are automatically matched when a Bill is copied from one, with the option to adjust or remove matches as needed. Available for QuickBooks Online organisations.

  • New
  • Workflow control
  • QBO
Track spend with detailed reports
July 30, 2025

Track spend with detailed reports

Lack of visibility at line level makes it hard to manage spend. Administrators can now generate reports for Vendor Bills, filter and customise columns, and export to CSV for deeper analysis. Available for NetSuite organisations. 

  • New
  • Real-time visibility
  • NetSuite
Speed up expense requests
June 27, 2025

Speed up expense requests

Manually entering expense data is tedious and error-prone. ApprovalMax Capture can now extract expense details from uploaded documents, so requests are created faster and with fewer mistakes. Submit through the Expense request form or Bulk Upload. Available for QuickBooks Online organisations. 

  • New
  • Workflow control
  • Automation
  • QBO
Keep approvals moving with nudges
May 28, 2025

Keep approvals moving with nudges

The Nudge feature is now generally available across all ApprovalMax organisations and subscription plans. It lets Requesters, Reviewers, Approvers, and Admins send reminder notifications to anyone who hasn’t yet acted on a request. Nudges can be sent at any review step and only notify pending decision-makers. All nudges are logged in the audit trail.

  • New
  • Automation
  • Xero
  • QBO
  • NetSuite
Stop overspending with budget controls
May 28, 2025

Stop overspending with budget controls

Budget Checking is now in beta for QuickBooks Online organisations on Premium, Advanced, Partner, and Trial plans. Organisation Administrators can sync budgets from QuickBooks Online, set check periods, and validate requests like Bills and Purchase Orders against available budgets. This helps stop overspending by flagging budget limits in real time.

  • New
  • Real-time visibility
  • QBO
Large-02
April 28, 2025

Schedule payments

With ApprovalMax Pay, you can schedule payments ahead of time to match your internal payment runs or cash flow planning. It’s a simple way to reduce stress, avoid late payments, and keep things running smoothly. Available on all plans.

  • New
  • Real-time visibility
  • Scalability
  • Xero
April-newsletter-eDM00005
April 28, 2025

Approve credit notes faster

Create and submit Xero credit notes directly in ApprovalMax and route them through multi-step workflows. Once approved, your credit notes are automatically synced back to Xero, saving you time and reducing errors. Available on all plans.

  • New
  • Collaboration
  • Accounting integration
  • Xero
April-newsletter-eDM00003
April 28, 2025

Skip manual data entry

Save time on data entry for purchase orders and credit notes by using ApprovalMax Capture to extract key details. Simply upload documents in bulk or via email to keep approvals accurate and moving fast. Available as an add-on.

  • New
  • Real-time visibility
  • Scalability
  • Xero
April-newsletter-eDM00001
April 28, 2025

Create account groups

Managing a long list of account codes is no longer a chore. With account groups, you can select multiple codes, group them and use them across workflows. It’s fast, tidy and built to scale. Available on Advanced and Premium plans.

  • New
  • Security
  • Xero
Large-04
April 28, 2025

Keep journal entries accurate

Manual journal entries are error-prone and make audit prep painful. Submit entries directly in ApprovalMax, route them through your workflow, and automatically sync the approved journal with a full audit trail to NetSuite. 

  • New
  • Workflow control
  • NetSuite
March PUW 2025
April 28, 2025

Keep approvals on track

Reduce bottlenecks and stay on top of approvals. Use the On Hold status to pause items without losing track, nudge approvers with a virtual tap on the shoulder, and extract data from purchase orders with ApprovalMax Capture.

  • New
  • Workflow control
  • Real-time visibility
  • Scalability
  • Automation
  • Collaboration
  • QBO
  • Xero
  • NetSuite
xero 2024 top app
February 5, 2025

ApprovalMax named in Xero’s 2024 Top App lists

We’re proud to announce that ApprovalMax has been featured in two of Xero’s 2024 Top App lists: Most Popular Apps for AU and UK, and Most Recommended by Advisors for AU and UK. This recognition highlights our role in automating accounts payable (AP) and accounts receivable (AR) approval workflows. 

  • New
  • Scalability
  • Automation
  • Xero
On Hold
February 5, 2025

On Hold status for requests

Easily pause a request without cancelling it by changing the status to ‘On Hold’. You can return to it whenever the timing is right – available on desktop and mobile.

  • New
  • Audit & compliance
  • Workflow control
  • NetSuite
  • Xero
  • QBO
newsletter-january-sales invoice for approvals in netsuite-v1
February 5, 2025

Sales Invoice Approvals

Approve sales invoices faster and more accurately by using multi-step approval workflows in ApprovalMax. Submit invoices directly for approval, and once approved, they automatically sync back to NetSuite, keeping everything up to date and error-free. 
  • New
  • Scalability
  • Audit & compliance
  • NetSuite
remove bills from batch payments
February 5, 2025

Remove bills from batch payments

Approvers can now remove incorrect bills from Xero and Airwallex batch payments before final approval, without having to reject them first. This keeps payments accurate and puts you in complete control of the process. 
  • New
  • Workflow control
  • Automation
  • Xero
new in approvalmax pay
February 5, 2025

New in ApprovalMax Pay

Take control of your payments with two new ApprovalMax Pay updates. You can now schedule batch payments to match your cash flow and vendor agreements. Use overdraft payments to make sure critical bills are paid, even with insufficient funds in your connected bank account. 

  • New
  • Scalability
  • Audit & compliance
  • Xero
bill to po matching updates
February 5, 2025

Bill-to-PO Matching updates (beta)

Save time and reduce manual effort with faster Bill-to-PO Matching. During the bill creation step you can now match bills to POs, without needing to submit the bill for approval first. Plus, when copying a PO to a bill, it’s automatically matched – simplifying your workflow even more.
  • New
  • Workflow control
  • QBO
newsletter-january-review step for credit notes (2)
February 5, 2025

Review Step for credit notes

Simplify approvals for credit notes with the new Review Step. Edit and review credit notes directly in ApprovalMax, before initiating the approval process. This reduces back and forth, and speeds up sign-offs. 

  • New
  • Accounting integration
  • Automation
  • Xero
newsletter-january-track good notes receipt-v2
February 5, 2025

Track Goods Received Note status for bill approvals

Quickly decide whether to approve bills with the Goods Received Note (GRN) status. Mark the GRN on the PO as ‘Fully received’, ‘Partially received’, or ‘Not received’, and add notes. See the GRN status during Bill-to-PO Matching and bill approval to make sure you only pay for goods received. 
  • New
  • Workflow control
  • Automation
  • Real-time visibility
  • Xero
avoid duplicate bills
February 5, 2025

Avoid duplicate bills

Have you ever paid a bill twice, by mistake? ApprovalMax’s bill duplication feature warns you when there are bills with the same supplier, date, and amount, so you can investigate and be 100% sure you’re not doubling up. Available for businesses using Xero and QuickBooks Online.
  • New
  • Automation
  • Real-time visibility
  • Workflow control
  • Xero
  • QBO
newsletter-january-vendor approvals in netsuite-v1 (2)
February 5, 2025

Vendor Approvals

Keep your vendor records up to date with approval workflows for vendor creation. Submit new vendors for review using a predefined process. Once approved by your team, vendors are added to your system. 
  • New
  • Automation
  • Real-time visibility
  • NetSuite