Automate the tedious

Once you automate all your data entry with ApprovalMax Capture, you’ll never look back. This built-in feature scans documents directly into ApprovalMax and kick-starts the approval process for you – no more manual entry.

Why use ApprovalMax Capture?

Automate manual bill entry

Skip the busywork by importing bills, expenses¹, sales invoices, purchase orders and credit notes² right into ApprovalMax.

Upload PDFs or images one at a time or in bulk, and they’ll flow straight into your approval process – so your team can spend less time typing and more time on what matters...

All-in-one control

No more juggling different tools logging in to multiple places. ApprovalMax Capture lets you handle data capture and approvals in one place.

That means fewer passwords to remember, less hassle switching between apps, and a smoother process that keeps your team working together without the extra noise.

Fewer errors, faster processing

ApprovalMax Capture reads your documents and extracts key details using OCR technology.

You won’t have to retype, which means fewer errors, and less time fixing mistakes. Your financial data stays clean, making it easier to trust your records.

Kick-start your approvals

Once you import and review your documents, ApprovalMax sends them through your approval workflow automatically.

No need to chase people down or do extra admin — everything moves along smoothly and quickly, so you can get approvals done without the usual delays.

Support for 40+ languages

ApprovalMax Capture recognises and scans over 40 languages, so no matter where your team or suppliers are, you can scan and process documents without a hitch.

It’s built to help you handle global paperwork with confidence and ease.

Handles high volume with ease

Whether your team is small or growing fast, ApprovalMax Capture makes sure paperwork doesn’t slow you down.

Suppliers can send invoices straight to a dedicated inbox, so there’s no chasing or manual upload. It keeps up with demand without adding extra admin or stress.

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

The automated data capture feature in ApprovalMax Capture has made our accounts payable process so much more efficient. We can now focus on strategic tasks instead of getting bogged down in paperwork.

Matt Corish

Senior Finance Manager, Cellular Agriculture Ltd

Automate your accounts payable

There’s a better way to set up and manage accounts payable. When you start with automation, ApprovalMax Capture helps you save time and reduce errors – so data is correct from the beginning.

You’ll know when bills arrive, who approved them, and what’s ready to pay – all in one place. Set up your processes once and take them all the way from preparation to payment.

Getting started

ApprovalMax Capture works with Xero, QuickBooks Online and NetSuite. You can add it to your existing subscription, set up your preferences, and sync it with your approval processes. It even auto-fills document fields based on history to reduce rework and make things easier.

Want to try it? You can activate a 14-day free trial, whether you’re a new or existing customer- and upload up to 100 documents during your trial.

FAQ

Frequently asked questions

Who can use ApprovalMax Capture?

ApprovalMax Capture is available to businesses, accountants and bookkeepers using Xero and QuickBooks Online across all regions. Currently available in beta to customers using NetSuite.

What languages does it work with?

ApprovalMax Capture can recognise and import bills in more than 40 languages, including English, Spanish, German, and Chinese.

Is there a limit to how many bills I can process?

There’s no limit to how many bills you can scan and import using ApprovalMax Capture. Simply select the right subscription level for your volume. If you reach your limit, we’ll let you know and offer the option of upgrading.

Is this included in my ApprovalMax subscription?

ApprovalMax Capture is available as an add-on to your existing subscription. Once activated, you can access it via your usual login. For full details on pricing and plans, please visit our pricing page.

What documents can ApprovalMax Capture process?

It depends on your accounting software:

¹Xero: Bills, purchase orders, credit notes, and sales invoices
²QuickBooks Online: Bills and expenses
NetSuite: Bills only

We're working on support for more document types – stay tuned.

Why use ApprovalMax Capture?