ApprovalMax 2026: Benefits, Features & Pricing

Name: ApprovalMax
Rating: 4.7 (26 reviews)

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Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

ApprovalMax

4.7

(26)

Pricing

Starting at $59.40 per month

About ApprovalMax

ApprovalMax is an award-winning B2B software platform used by businesses around the world to build robust financial controls. It streamlines the approval process by allowing users to create automated workflows to approve bills and invoices.

ApprovalMax integrates with platforms such as Xero, QuickBooks Online, and Oracle NetSuite to unlock powerful efficiencies for accounts payable and accounts receivable functions in any finance team.

ApprovalMax Screenshots

ApprovalMax Pricing and Plans

Starting price: $59.40 per month

Free Trial

Free Version

ApprovalMax for Xero

$59.40

flat rate, per month

Plan includes:

Bill approvals
Purchase order approvals
Bill-to-PO matching
Manual Journal entries
Credit note approvals
Sales invoices and quote approvals
Reporting
Audit trails
Budget checking
Auto-approvals

ApprovalMax for QuickBooks Online

$59.40

flat rate, per month

Plan includes:

Bill approvals
Purchase order approvals
Expense approvals
Sales invoices
Bill-to-PO matching
Reporting
Audit trails
Auto-approvals
Review step
Vendor approvals

ApprovalMax for Oracle NetSuite

Pricing available upon request

Plan includes:

Bill Processing
Expense Reports Approvals
Sales Order Approvals
Fraud Detection
Compatible with NetSuite Customization
Purchase Order Management
Vendor Return Authorisation Approvals
Automatic Audit Trail and Reports
Stand-alone workflows
Premium Support

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ApprovalMax Features

Popular features found in Accounting Practice Management
Billing & Invoicing
Client Management
Due Date Tracking
For CPA Firms
Project Management
Time Tracking
More features of ApprovalMax
Access Controls/Permissions
Accounting
Accounting Integration
Accounts Payable
Accounts Receivable
Activity Tracking
Aging Tracking
Alerts/Escalation
Alerts/Notifications
API
Approval Process Control
Approval Workflow
Audit Management
Audit Trail
Business Process Automation
Cash Flow Management
Collaboration Tools
Commenting/Notes
Compliance Management
Compliance Tracking
Configurable Workflow
Content Scan
Corrective and Preventive Actions (CAPA)
Credit Note
Customizable Fields
Customizable Invoices
Customizable Reports
Customizable Templates
Data Capture and Transfer
Data Extraction
Data Import/Export
Data Security
Document Management
Document Review
Document Storage
Drag & Drop
Duplicate Payment Alert
ERP integration
Expense Tracking
Financial Management
Financial Reporting
For Accountants
Fraud Detection
Invoice History
Invoice Management
Invoice Processing
ISO Compliance
Mobile Access
No-Code
Onboarding
Order Management
Policy Management
Process/Workflow Automation
Purchase Order Management
Purchase Order Reconciliation
Purchasing & Receiving
Quotes/Estimates
Real-Time Data
Real-Time Notifications
Real-Time Reporting
Reminders
Reporting/Analytics
Reporting & Statistics
Revision History
Risk Management
Role-Based Permissions
Rules-Based Workflow
Sarbanes-Oxley Compliance
Search/Filter
Secure Data Storage
Spend Control
Status Tracking
Supplier Management
Task Management
Text Editing
Third-Party Integrations
Timer
User Management
Vendor Management
Version Control
Workflow Configuration
Workflow Management

ApprovalMax Integrations

Xero

Integration rated 5.0 from 12 reviews

QuickBooks Online

Dext

Slack

Airwallex

NetSuite

ApprovalMax User Reviews

Overall Rating

4.7

Ratings Breakdown

85%

12%

Secondary Ratings

Ease of Use

4.7

Value for money

4.7

Customer support

4.7

Functionality

4.7

Helina P.

Verified reviewer

Accounting

11-50 employees

Used daily for less than 2 years

Review source

Reviewed November 2024

A must for any company with bill and expense approval needs

We have been using the app with clients, and it has improved payment turnaround for employee expense reimbursements and vendor payments, and reduced our team's time in chasing for approvals for bills.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Seamless approval process for teams. The app can handle very complex approval rules, and even coverage when people go on vacation. They are actively developing, so we're seeing lots of new features all the time. They recently added receipt capture (get your bills and receipts into the app with ease and OCR that does the data entry for you!), and budget checking which helps approvers to confirm the expense to the overall budget without needing to jump into manual spreadsheets or accounting software. Notifications and the app make it easy to get approvals quickly and chase down outstanding approvals avoiding month end delays.

Cons:

Until recently, we missed having the receipt capture feature. That has been solved.

Vendor Response

Thanks for the 5 stars Helina! We're really glad to hear that your payment processes has been made faster and freed up your team for more important work. It’s great to know that ApprovalMax Capture has solved your OCR needs and cut down on that pesky manual data entry. We really appreciate your support!

Replied December 2024

Cassandra S.

Verified reviewer

Accounting

2-10 employees

Used monthly for more than 2 years

Review source

Reviewed September 2024

Great Product to use

Great overall experience - simple interface and intuitive. Has flexibility for various client structures and operations, from more simple to complex

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Ability to set approval matrixes to allow different organisational levels of approval. Also the ability to verify supplier banking details before they could be used.

Cons:

No real dislikes - would be handy to be able to make supplier payments directly from the platform, but not a deal breaker

Reasons for switching to ApprovalMax

More granularity re approvals and approvers.

Vendor Response

Thanks for the review Cassandra, It warms our hearts to hear you're enjoying the product! Now, about those supplier payments—great minds think alike! We’re currently in beta (UK), and we’re excited to roll it out to more countries soon. Learn more about ApprovalMax Pay here: https://approvalmax.com/features/approvalmax-pay

Replied September 2024

Emma B.

Verified reviewer

Non-Profit Organization Management

51-200 employees

Used weekly for more than 2 years

Review source

Reviewed February 2026

Great software for approval and providing an audit trail.

My overall experience with ApprovalMax is very positive, we have used the software for many years and our external auditors often praise the audit trail of bills being approved with the evidence automatically attached to a bill in Xero. This gives a clear time stamp and user name in Xero, with no added effort.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

ApprovalMax offers great value for money as a one-stop approval software which integrates with Dext and Xero. It is easy to use, you can set up customised work-flows easily, and customise them per user. ApprovalMax allows supplier management through approval work-flows. It means more then one approver can review a supplier or purchase invoice. Customer support are available via a chat function which gives advice quickly. You can log in using other via credentials, giving quick secure access.

Cons:

The part I like least about ApprovalMax is how you remove a user. It requires off-boarding and you need to scroll across to find it. It is not obvious, but can be done easily once you know where to find it. Some users have struggled setting up the 2-step authentication, but the admin user has been able to sort this without too much hassle.

Dmitri P.

Verified reviewer

Transportation/ Trucking/ Railroad

51-200 employees

Used daily for less than 2 years

Review source

Reviewed October 2024

Stay away there's better vendors out there.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

none really, approvals are not easily customizable, you cannot setup logic to look for double billing unless its same invoice number, too simple for what the charge

Cons:

After cancelling account they kept charging subscription, be careful to make sure you're not getting scammed like we did.

Vendor Response

Hi Dmitri, we’re sorry to hear you feel this way and that you encountered challenges with approval customisation and duplicate billing. To clarify, ApprovalMax identifies duplicate bills based on parameters such as date, amount, and supplier to streamline your processes. Regarding your subscription, you retired the organisation within your subscription instead of cancelling your entire subscription. A business can have lots of different organisations under a subscription. Once our Customer Success team understood your request through your correspondence, they cancelled your subscription that same day, 22 Oct.

Replied November 2024

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💡 Brend L.

Verified reviewer

Accounting

11-50 employees

Used daily for more than 2 years

Review source

Reviewed November 2024

ApprovalMax - Game Changer

ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients. Getting ApprovalMax up and running is quick and straightforward. With just a few clicks, it connects to Xero (and also integrates seamlessly with Netsuite, QuickBooks, and CIN7), allowing us to set up customised approval workflows. These workflows can be as simple or as complex as needed, accommodating multi-level approvals with ease. Once configured, the system takes over, and approvers receive email notifications whenever a bill is awaiting approval. By importing budgets into Xero, approvers can immediately see the budget impact of each approval, a feature I find particularly useful for tracking expenses against budget in real-time. When a bill is approved, ApprovalMax automatically attaches a full audit trail in Xero, greatly simplifying our interactions with auditors, especially for our not-for-profit clients. With ApprovalMax, we’ve completely eliminated paper processes and gained oversight into pending approvals, enabling us to close month-end faster and more efficiently. Whenever I’ve needed support, the ApprovalMax customer service team has been prompt, knowledgeable, and responsive, making the experience even smoother.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The simplicity of setting up a client with approval workflows

Cons:

The Slack integration is great for being notified of new bills to approve. But unfortunately you still need to have email notifications turned on. I'm sure they'll fix this soon.

Vendor Response

Thanks so much for the awesome review, Brend! It’s great to hear ApprovalMax is making those end-of-month tasks easier for you. About the Slack integration—it shouldn’t rely on email notifications being enabled—try checking the settings under 'My Profile.' If you run into any issues, our support team is ready to help!

Replied December 2024

Lara M.

Verified reviewer

Accounting

Self-Employed

Used monthly for more than 2 years

Review source

Reviewed August 2024

Full financial control system

I’d definitely recommend it if you’re struggling to keep track of what’s going on, have budgets to track & need internal sign off. Having everything in one place, you can give staff access to ApprovalMax rather than the accounting system. They run regular demos & live webinars for support purposes as well.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

ApprovalMax is great if you have a team or separate finance team/external sign-off. It’s intuitive to use, easy to build workflows & a great app for approvers. The new features such as Capture, means you can deal with the whole approval process directly in the app, making it easier for users. It has good reporting including auditing for fraud purposes. Features such as being able to temporarily assign another approved when on holiday & have ‘either/or’ approval chains means it avoids bottlenecks.

Cons:

The partner dashboard isn’t the best for practices & seeing all your clients & subscriptions. Sometimes the set up can take a bit of time.

Vendor Response

Thanks Lara for the recommendation and 5 star review. It's great to hear you're enjoying ApprovalMax Capture and really utilising all our other time-saving features. Thanks for the note about the partner dashboard; we'll look into that.

Replied August 2024

Joao B.

Verified reviewer

Entertainment

51-200 employees

Used daily for more than 2 years

Reviewed July 2024

XERO Loves Approval Max & So Do We

Ratings Breakdown

Ease of use

Value for money

Functionality

Pros:

Ease of use and administration Visually pleasing Great back off support

Cons:

It would be great to get a summary report of all approved POs in a 24 hour period in the same format as the PO approval email sent to an individual who is not part of any workflows

Vendor Response

Thank you for the 5 star review Joao. We’re so excited to hear that both Xero and your team love ApprovalMax. It’s always nice to have a fan club! We appreciate your kind words about our ease of use, visual appeal, and support—our team works hard to keep things running smoothly, and it’s great to know it’s paying off. Regarding your suggestion for a summary report, you can create a customised report that can be sent to email addresses of your choice and can be scheduled. For more details, please refer to our Knowledge Base article https://support.approvalmax.com/portal/en/kb/articles/report-scheduler-xero

Replied July 2024

Katie R.

Verified reviewer

Marketing and Advertising

11-50 employees

Used weekly for more than 2 years

Reviewed July 2024

Easy to use

This is a great way to make people accountable for their spending and have a double check on bills before they are paid

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

This is a great "out of the box" software for tracking purchases and payments. You can create multiple users and authorization levels which is really handy

Cons:

The search function is a bit clunky and doesn't like the return key!! Matching invoices to Purchase orders is only available in the pro version

Reasons for choosing ApprovalMax

I had used Approval Max in a previous job and remembered how easy it was to set up and how well it worked

Vendor Response

Thanks Katie for your 5 star review. We’re thrilled to hear that you find ApprovalMax easy to use and appreciate the flexibility of multiple users and authorization levels. It sounds like you’re making the most of our “out of the box” features. As for the bill to PO matching, it’s true that it’s available in the advanced plan, but we promise it’s worth it. You'll be able to track remaining balances on POs, prevent overspending with custom controls, match actual expenditure to budgets and more importantly align team spending with budgets. We sorry to hear that the search function doesn't like the return key—we’ll definitely look into that!

Replied August 2024

Sherrine W.

Verified reviewer

Mental Health Care

11-50 employees

Used daily for less than 2 years

Reviewed July 2024

Approval Max automating purchase orders with ease

Very good. Straight forward to use & the approval process is now far smoother. There seems to be confusion sometimes n the best process & the knowledge library doesn't always give clear answers for some of the integrations.

Ratings Breakdown

Ease of use

Customer support

Functionality

Pros:

Workflow & automation of approval process

Cons:

Timely & repetitive having to copy a PO to bill. Lack of information available to users. Eg Whether a PO has been billed or paid. This information only appears for Bills.

Reasons for choosing ApprovalMax

Seemed like the far better platform & came recommended from others

Vendor Response

Thank you for your review, Sherrine! We're delighted to hear our customers are recommending ApprovalMax. User roles vary in ApprovalMax, so certain roles can see what they've raised or approved, including whether it's been billed. The 'Paid' status applies only to Bills, not POs, which aligns with Xero’s approach. Admins and Auditors have broader visibility across all documents. We’d love to hear any additional thoughts you have on the process of copying POs to bills, please share them through our support tool. https://support.approvalmax.com/portal/en/kb/articles/customer-feedback-tool-16-3-2022

Replied July 2024

Helen H.

Verified reviewer

Marketing and Advertising

11-50 employees

Used daily for less than 2 years

Reviewed July 2024

An excellent alternative for the old days of chasing for approvals

Very happy with the software. It has made for a much smoother approval flow and has given us so much time back to focus on other activities.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

It makes the process as automated as I can imagine. With no need for us to notify those in the approval flow or those who have yet to approve an invoice. It also houses a detailed audit trail which is very useful for identifying bottlenecks and other issues.

Cons:

There could be a better flagging system for when something is wrong with the invoice (for example if it's posting to a closed accounting date, it would be better if it flagged the poster rather than the first person required to approve)

Vendor Response

Thank you for your review Helen! We're over the moon to hear that ApprovalMax has become your superhero in the battle against the dreaded "approval chase." No more running around the office with a stack of papers, waiting for approvals. We're happy ApprovalMax has given you back so much time and that you find our automated process and detailed audit trail useful. For your suggestion about flagging incorrect invoices, please click on "Vote now" from the main menu in ApprovalMax to share your idea.

Replied July 2024

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