ApprovalMax
ApprovalMax automates accounts payable and receivable approvals, giving businesses tools to manage financial processes.
What ApprovalMax is
ApprovalMax automates accounts payable and receivable approvals, giving businesses tools to manage financial processes. Its described accounts payable flow covers capture, verification, approval, and payment. Teams can set approval rules and build multi-step workflows; Xero plans list unlimited workflows and approvals. Accounting integrations include Xero, QuickBooks Online, and Oracle NetSuite, with two-way data sync listed for these integrations. Airwallex, Dext, and Slack are also listed, and Slack users can approve, reject, or comment on documents there. Plan features range from unlimited workflows, users, and approval steps with a full audit trail to bill-to-PO matching, budget checks, supplier onboarding, custom workflows, API access, and AI capture. ApprovalMax provides web access and iPhone and Android apps for submitting and approving requests; its mobile app is not supported on tablets. The company says it is ISO 27001 certified and offers single sign-on, two-factor authentication, and automatic logout after 15 minutes of inactivity. It has no free plan, offers a 14-day trial, and lists pricing on request.
Good
- Supports multi-step approval workflows and approval rules.
- Integrates with Xero, QuickBooks Online, and Oracle NetSuite.
- Slack users can approve, reject, or comment on documents.
- Offers iPhone and Android apps for requests and approvals.
Watch out
- There is no free plan.
- Pricing is available on request.
- The mobile app is not supported on tablets.
- Unused monthly document and payment allowances do not carry over.
Who it suits
ApprovalMax suits businesses, accountants, and bookkeepers that need to manage financial approvals. Its integrations include several accounting platforms and tools, while its plans cover workflow, purchasing, budget, and supplier processes.
Verdict
ApprovalMax brings approval workflows together with accounting integrations and mobile request handling. Check plan details and request pricing to see which features fit your processes.
Plans and prices
From ApprovalMax's own pricing page, checked 15 Oct 2026.
| Plan | Price | What it gives you |
|---|---|---|
| Advanced | — | Small 100 approved documents/month · Medium 300/month · Large 500/month · Standard features · Bill-to-PO matching · manual-journal approvals · budget checking · monthly or annually; annual billing discounted |
| Advanced (QuickBooks Online) | — | Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available · Paid yearly; price shown per month per organisation; numeric price not displayed in the opened page |
| Advanced (Xero) | — | Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available · Paid yearly; price shown per month per organisation, excluding tax; numeric price not displayed in the opened page |
| NetSuite plan | Priced on request | API integration · Custom workflows · Premium support · Two-way sync · Sales order review and approval · Contact ApprovalMax for pricing; volume discounts available |
| Premium | — | Small 100 approved documents/month · Medium 300/month · Large 500/month · Advanced features · batch-payment processing · standalone workflows · Public API · premium support · monthly or annually; annual billing discounted |
| Premium (QuickBooks Online) | — | Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available · Paid yearly; price shown per month per organisation; numeric price not displayed in the opened page |
| Premium (Xero) | — | Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available · Paid yearly; price shown per month per organisation, excluding tax; numeric price not displayed in the opened page |
| Standard | — | Small 100 approved documents/month · Medium 300/month · Large 500/month · core workflows · Capture and Pay included · monthly or annually; annual billing discounted |
| Standard (QuickBooks Online) | — | Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available · Paid yearly; price shown per month per organisation; numeric price not displayed in the opened page |
| Standard (Xero) | — | Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available · Paid yearly; price shown per month per organisation, excluding tax; numeric price not displayed in the opened page |
The facts
Each one read from ApprovalMax's own pages, with the date it was checked.
What it does
- Accounting integrations
- Official integrations include Xero, QuickBooks Online and Oracle NetSuite.checked 15 Oct 2026
- Audit trail
- Approved documents carry records showing who approved, what they saw and when, with the record attached to the accounting transaction.checked 15 Oct 2026
- Bill-to-PO matching
- Bills can be matched against approved purchase orders and checked for budget impact before approval.checked 15 Oct 2026
- Budget controls
- Approvers can see live budget impact and organisations can set thresholds for departments, cost centres or projects.checked 15 Oct 2026
- Data storage
- ApprovalMax says customer data is processed in Microsoft Azure data centres in Ireland, with backups in the Netherlands.checked 8 Oct 2026
- Documentation
- The Help Centre lists hundreds of articles, including 678 account-management articles, 426 Xero articles, 219 QuickBooks articles and 145 NetSuite articles.checked 15 Oct 2026
- Intended customers
- ApprovalMax says its platform serves businesses, accountants, and bookkeepers across industries including construction, hospitality, nonprofits, and healthcare.checked 8 Oct 2026
- Legal name and investor
- Crunchbase identifies the legal name as ApprovalMax Limited and lists Yttrium as its funder.checked 15 Oct 2026
- Licence
- Terms grant a limited, non-exclusive subscription licence, prohibit reverse engineering and state that ApprovalMax retains ownership of the software and intellectual property.checked 15 Oct 2026
- Limit: mobile friction
- Google Play reviewers complained that mobile-browser approval was replaced by a required app download and additional security setup.checked 15 Oct 2026
- Limit: partner dashboard
- A Capterra reviewer said the partner dashboard is weak for practices managing clients and subscriptions.checked 15 Oct 2026
- Limit: pricing changes
- Trustpilot reviewers reported large increases after the 2026 move to usage-based pricing, including claims of roughly 60% or doubled costs.checked 15 Oct 2026
- Limit: search and matching
- Capterra reviewers reported a clunky search function and said bill-to-PO matching requires a higher plan.checked 15 Oct 2026
Money
- API plan availability
- Public API access is listed as a Premium-plan feature.checked 15 Oct 2026
- Free plan
- Nochecked 19 Sep 2026
Where it runs
- ApprovalMax Capture
- Capture extracts supplier, amount and line-item information from uploaded bills, purchase orders, credit notes and sales invoices.checked 15 Oct 2026
- ApprovalMax Pay
- ApprovalMax Pay supports payment of approved bills, including multi-currency wallets and automated reconciliation features.checked 15 Oct 2026
- Approvals
- ApprovalMax supports multi-step approval workflows and approval rules, with unlimited workflows and approvals listed on its Xero plans.checked 8 Oct 2026
- Approval workflows
- Yeschecked 19 Sep 2026
- Browser requirements
- Supported browsers are the latest two Chrome, Firefox, Edge and Opera versions, plus Safari 11 or later, with JavaScript enabled.checked 15 Oct 2026
The company
- Company headquarters
- LinkedIn lists the primary headquarters at 86–90 Paul Street, London, England, with another location in Belgrade, Serbia.checked 15 Oct 2026
- Company size
- LinkedIn lists ApprovalMax as a privately held company with 51–200 employees.checked 15 Oct 2026
- Founded
- LinkedIn lists ApprovalMax as founded in 2016.checked 15 Oct 2026
- Headquarters
- ApprovalMax Limited lists its registered office in London, United Kingdom.checked 8 Oct 2026
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