APPROVAL APP FOR THE XERO
CLOUD ECOSYSTEM

Power up Xero with Multi-Step Approval Workflows

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Take approvals out of your accounting software

ApprovalMax empowers Xero with multi-step approvals for Purchase Orders, Bills, Sales Invoices and Credit Notes. Approval configuration can be done by business users with just a few clicks. Approval requests are made available to managers in their preferred way - by email, web-based or in a native mobile app.

Benefits for Xero Users

TAKE APPROVERS
OUT OF XERO

Approvers are taken out of the accounting software. Granular authorisation roles are supported. Better security is provided.

SCALE UP AND IMPROVE
PRODUCTIVITY

More transactions are performed. Less time is spent on clarifications. Reminder, email, and push notifications help avoid delays.

ESTABLISH CONTROL
AND VISIBILITY

Guardrails for Requesters during Purchase Order creation are in place. Bills are matched with the corresponding POs. Reporting on the approval progress is generated.

ENSURE COMPLIANCE
AND FACILITATE AUDITS

Flexible approval workflows configured with the authorisation matrix ensure compliance with all internal or external regulations.

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Listen to the ApprovalMax story

Interview with Konstantin Bredyuk, CEO and co-founder of ApprovalMax

Xerocon South 2016

ApprovalMax Key Workflows

Purchase Order Creation and Approval

Employees can raise Purchase Orders without having to access the accounting system. Guardrails are provided for PO creation.

1
Purchase Orders are created in ApprovalMax - via the web or native mobile app;
2
Guardrails for PO creation determine order parameters such as inventory items, suppliers, tracking categories, and accounts;
3
Purchase Order routing is done based on the workflow settings defined by the finance manager;
4
Approvers receive approval requests including all the related information, either in the PO fields or as attachments;
5
Approval is performed via the web or mobile app. In case of rejection, a comment can be provided for the Requester;
6
Purchase Orders are automatically sent to the supplier, and a copy is created in Xero for the corresponding Bill processing.

Bill Approval

It is enforced that each Bill is reviewed and approved in accordance with the company's policies. Approvers receive all the related information, either in the Bill fields or as attachments. There's no need to access Xero for Bill approval.

1
Bills are created in Xero or pushed to Xero from an OCR system;
2
ApprovalMax pulls all Bills with the status "pending approval" to initiate the approval process;
3
Each Bill is routed according to the workflow settings and assigned to the appropriate manager for the defined authorization level;
4
Approvers receive approval requests including all the related information, either in the Bill fields or as attachments;
5
On its approval via the web or mobile app, the Bill is assigned the status "awaiting payment" and the accountant is notified about the approval;
6
An audit report is created for the approved Bill, including the Approvers' names, dates, etc.

Sales Invoice Approval

ApprovalMax ensures that Sales Invoices are provided in full correctness and detail as agreed with the customer. Sales Invoices can be validated and authorized outside of Xero.

1
Sales Invoices are created in Xero or pushed to Xero by an external Job Management system;
2
ApprovalMax pulls all Sales Invoices with the status "pending approval" to initiate the approval process;
3
Each Sales Invoice is routed according to the defined workflow settings and business rules;
4
Approvers receive approval requests including all the related information, either in the Sales Invoice fields or as attachments;
5
Approvals are performed via the web or mobile app. In case of rejection, a comment can be provided for the Requester;
6
The status of a validated Sales Invoice changes to "Approved" and it can now be sent out from Xero.

Complete Purchasing Solution

End-to-end purchasing solution: from Purchase Order creation, PO approval and its submission to the supplier to matching each Bill with the corresponding PO and Bill authorization.

1
Purchase Orders are created and approved in ApprovalMax. They are then sent to the supplier automatically and a copy is created in Xero;
2
A Xero Bill is generated on receipt of the supplier's bill, either manually or pulled from an OCR system;
3
The Bill is routed according to the workflow settings and assigned to the appropriate manager for the defined authorization level;
4
Matching the Bill with the PO is done in ApprovalMax, which ensures that the Approver has all the information necessary to make a decision;
5
After its approval via the web or native mobile app, the Bill is assigned the status "awaiting payment" and the accountant is notified about the approval;
6
An audit report is created for the approved Bill, including the Approvers' names, dates, etc.

ApprovalMax is trusted by:

THE APPROVAL APP YOU'LL LOVE USING

ApprovalMax is designed to be extremely easy and highly intuitive.

Finance managers can visually set up workflows and the approval matrix in a web browser.

Approvers receive approval requests in the app or as an email notification - on both web-based and native iPhone or Android platforms.

ARE YOU AN ACCOUNTANT OR A BOOKKEEPER?

Learn more about the ApprovalMax Partner Programme

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WHAT IS XERO

Xero is easy to use online accounting software that's designed specifically for small businesses.

It's all online, so you can work when and where you want. Just log in on your PC, Mac or mobile decive.

Invite your team and work together on finance matters; collaborate on the basis of up-to-date figures.

Your bank statements are automatically imported and categorized, letting you see your cashflow in realtime.

Xero takes care of all you need to run your business — including invoicing, paying bills, sales tax returns, reporting and much more.

Find out more or try Xero Accounting Software for free

Innovative companies trust ApprovalMax
with finance approvals

DAVID WIESENECK

VP Finance

ApprovalMax provides exactly what we need. Since Xero does not have a very good approval process in place, ApprovalMax takes care of this really well. You can set it up in 5 minutes and the integration works a treat. No more bugging Approvers to have them log into Xero and sort out approvals!

READ FULL STORY

We use ApprovalMax because we needed to ensure we had an easy and audit friendly method to track approvals that connected with Xero. This enabled us to not require everyone to have a Xero account because they can have just an ApprovalMax access. The process of setting up was easy and enabled us to set up the approval flow in minutes!

TARIQ SANAD
CFO
Fetchr

This is an excellent add-on. ApprovalMax addresses one of the key issues with Xero — the missing authorisation process for Bills. With ApprovalMax I do not need to chase managers to get their approval.

MICHAEL FOULKES
CFO
Black Swan Data

ApprovalMax is a powerful approval management tool and another great tool for our online-accounting toolbox. ApprovalMax allows us to offer a ready-to-use seamless control system for our larger cloud based (Xero) clients who are looking to get a handle on their workflow, whether it be sales invoice approvals, vendor bill approvals or other. I would certainly recommend ApprovalMax!

DANIEL TALKINS
CEO
Future Balance CPAs

THE LATEST IN OUR BLOG

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