Who can use ApprovalMax Pay?

Companies using Xero with an entity/bank account in the UK or using QuickBooks Online with an entity/bank account in the US. We are extending availability to additional regions and platforms over time.

How does ApprovalMax Pay work?

You can process both domestic and international payments via Wallets: Domestic payments: fund a dedicated payment balance inside ApprovalMax Pay, then pay UK suppliers via Faster Payments (FPS) and US vendors via ACH or Real-time payments (RTP). For international payments: fund in your local currency and convert to the currencies you need in Wallets (30+ currencies), then pay overseas vendors through local rails where they're available, or SWIFT elsewhere. UK businesses can also make free payments in the UK via Open Banking by using a connected UK bank account (available for customers on tiered usage-based pricing)

How is ApprovalMax Pay priced?

ApprovalMax Pay uses different pricing models depending on the payment method you choose. There are no hidden fees, and charges are clearly shown before you make a payment. Wallets work on a pay-as-you-go pricing model. You can find information on how fees are charged here for Xero and here for QuickBooks Online. Open Banking payments are included as part of your subscription (as of March 2026).

Can I use ApprovalMax Pay during the trial?

Yes. ApprovalMax Pay is included in the 14-day trial for Xero organisations in the UK and QuickBooks Online businesses in the US.

Which plans include ApprovalMax Pay?

ApprovalMax Pay is available in all plans for UK businesses using Xero and US businesses using QuickBooks Online, including Standard, Advanced, and Premium.

What currencies can I pay in?

Wallets support payments in 30+ currencies, including international local (ACH, SEPA, etc.) and SWIFT payments.

Is there a limit on how many bills I can pay at once?

A batch payment can contain up to 200 bills, across multiple currencies and suppliers, sent as a single run. Running payroll, paying contractors or settling supplier invoices, including complex approvals, is easy.

Do approvers need access to my accounting system?

No. Approvers act in ApprovalMax and don't need a Xero licence or QuickBooks Online licence to review or approve a payment.

Do approval workflows apply to all payment methods?

Yes. All payments, regardless of method, must pass through ApprovalMax's approval workflows, role-based permissions, supplier controls, and audit trail. The payment method does not bypass your controls.

How secure is ApprovalMax Pay?

Security is central to ApprovalMax Pay: Open Banking uses secure authentication and encrypted data sharing. Wallets are protected by a regulated payment infrastructure and internal controls. ApprovalMax holds security certifications, including ISO 27001. All payments follow ApprovalMax's approval workflows and audit trails.

Is ApprovalMax Pay a bank?

No. ApprovalMax Pay is not a bank and does not provide banking services. Wallet balances are used solely for payment execution purposes and are provided through a regulated payment infrastructure. ApprovalMax Pay enables payment initiation and management, but does not offer deposit-taking services.

Home Accounts Payable automation ApprovalMax Pay

The smarter, faster, safer way to pay your bills

Approve and pay bills in one place. No need to switch between systems. Control your entire accounts payable process in ApprovalMax.

Paying approved Xero bills from ApprovalMax

Pay bills where you approve them

The entire paper trail lives in ApprovalMax. No more piecing together information from different sources.

Control how staff access funds

Reducing banking portal access means staff only access allocated funds needed to pay the bills.

Pay like a local, globally

Pay global suppliers via local rails for cheaper rates than sending internationally through the bank.

How ApprovalMax Pay works

Control user permissions

Define exactly who can convert currencies, approve payments, and release fund. Without exposing bank details or compromising financial security.

User permissions controlling who can convert and release funds

Save time on every payment

Paying multiple suppliers at month-end? Batch up to 200 payments – across any currency, to any supplier – and send them in a single click.

Batch of up to 200 supplier payments ready to send

Reconcile with ease

Paid bills are marked paid in Xero and QuickBooks Online automatically for easier reconciliation.

Approving a batch payment run in ApprovalMax

Multi-currency payments

Use Wallets to convert funds and pay global suppliers in 30+ currencies across 180+ countries, all within your existing approval workflows.

Selecting from 35 currencies for a supplier payment

Integrate with some of the world’s best platforms

Available for UK-based businesses using Xero and US-based businesses using QuickBooks Online.

Hear from our customers

ApprovalMax Pay Wallets have changed how we run payments. We can pay UK and international suppliers in minutes, not hours, and everything still goes through the right approvals.

Howard Jones

Operations Director, Archangel Accounting

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