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AP Automation with ApprovalMax

ApprovalMax ends the approval chase

  • Smart approval workflows built around how you actually work
  • Full visibility over every approval, from any device
  • Audit-ready reports that keep you compliant without extra work
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No credit card required · 14-day free trial

★ 4.8 rating Xero QuickBooks NetSuite

Trusted by finance teams worldwide

20,000+

Businesses onboard

16.1M+

Documents processed

12.2M+

Bills approved

2.6M+

POs processed

OzHarvest BMI Group PartnerHero letgo Yoco illumin
How ApprovalMax works

Set up your approval workflows in minutes

Three steps from manual chasing to policy-driven automation.

1
Automated data entry rules (QBO)

Define your approval rules

Multi-step flows by amount, vendor, or department. Mirrors your finance policy exactly.

2
multi level approvals hero image-1

Decisions route automatically

Bills arrive in your ledger, ApprovalMax routes them instantly. One tap to approve.

3
approved expenses

Approved, synced, audit-ready

Approved invoices sync back with a full audit trail. Every decision logged.

ApprovalMax Benefits

What changes when you automate approvals

Replace manual chasing with ApprovalMax to save hours every week.

Approve invoices 80% faster

Your inbox stops being the approval system. Bills route to the right person automatically. No forwarding, no chasing.

4 hrs → 10 min / week

Prevent duplicate payments

Duplicates caught automatically. No payment leaves without clearing your approval rules.

Zero unapproved payments

Audit-ready at all times

Audits stop being a scramble. Every approval is logged and timestamped automatically, with nothing to chase.

100% audit trail coverage

One-tap approval from anywhere

Approvers actually use it. Email, mobile or Slack - approve the way that works for you, wherever you are.

Approve in seconds

Budget checked before approval

Month-end stops being a damage limitation exercise. See live budget impact before you approve.

Real-time budget visibility

Two-way sync with your ledger

Everything syncs in real time. No exports, no re-keying, no middleware.

Connected in under a day

Getting started with ApprovalMax

Up and running from day one

Most teams are live from day one! By day 14, they wonder why they took so long to get started.

Day 1

Get started in 10 minutes

  • Create your account in 2 minutes
  • Connect your ledger in 3 minutes
  • Build your first workflow in 5 minutes
Day 3

Your first approvals are flowing

  • Invite your teams and approvers
  • Set up custom approval rules and controls
  • Set up your vendors and entities
Day 14

Ask why you didn't start sooner

  • Real time budget visibility
  • 80% faster approvals
  • 100% audit trail and fraud prevention
Day 1

Get started in 10 minutes

  • Create your account in 2 minutes
  • Connect your ledger in 3 minutes
  • Build your first workflow in 5 minutes
Day 3

Your first approvals are flowing

  • Invite your teams and approvers
  • Set up custom approval rules and controls
  • Set up your vendors and entities
Day 14

Ask why you didn't start sooner

  • Real time budget visibility
  • 80% faster approvals
  • 100% audit trail and fraud prevention
Start your free trial

No credit card required.

Why ApprovalMax

The AP automation software built for finance teams

One place, full control. Works with the tools you already use.

  • Purpose-built for Xero, QuickBooks & NetSuite

    Native two-way sync, not bolted on.

  • No IT expertise needed

    Up and running in minutes, not weeks.

  • Fraud prevention built in

    Segregation of duties and duplicate detection, built in.

  • Approvers have full flexibility

    Your CFO approves from email or mobile. No training, no friction.

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See it in action — start your free trial

No credit card. Set up in minutes. Cancel anytime.

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ApprovalMax Integrations

Native accounting software integrations

Real-time two-way sync. No manual exports. No developer needed.

Xero

Bills, POs, expenses

QuickBooks

Bills, POs, expenses

Oracle NetSuite

Bills, POs, journals

✓ Set up in under a day ✓ Two-way real-time sync ✓ Chart of accounts stays as-is
Customer results

How finance teams get their time back

4 hours → 10 minutes per week

"ApprovalMax completely transformed how we handle invoice approvals. What used to take half a day now takes minutes."

VP of Finance

letgo

40 hours saved every week

"We've eliminated the back-and-forth emails. Every approval is logged, tracked, and audit-ready without any extra effort."

Finance Manager

The Icehouse

200 hours saved every month

"The integration with QuickBooks is seamless. Our chart of accounts stayed exactly as-is and we were live in under a day."

Rod Mourant, VP of Accounting

PartnerHero

3.5 weeks → 4.5 days

"Our approval cycle used to span weeks. Now every invoice moves through in days and we have a full audit trail automatically."

Dan Bahen, Director

BLR Construction

Common questions about ApprovalMax & AP automation

Quick answers about setup, pricing, and how ApprovalMax works with your accounting system.

No. ApprovalMax connects via the official API. Your chart of accounts, contacts, and data stay exactly as they are. We add an approval layer on top — nothing in your ledger is modified.

Setting up ApprovalMax is easy and can be done by any accounting professional or anyone in a business. For our customers, it usually takes less than a day to get things going. However, you can also get a Training Package where our experts will show you how to do it.

Highly. Multi-step chains by amount, vendor, department, or any combination. Conditional logic, parallel approvals, and delegation — no coding required.

Every approved document gets a time-stamped audit trail PDF auto-attached in your accounting system — who approved, when, why, and at what step. Complete visibility for audits.

Tiered pricing based on your accounting platform and number of organisations. All plans include a 14-day free trial, no credit card required. Start your free trial here

You choose a plan to continue. If you don't upgrade, your account pauses — no data deleted. Reactivate anytime.

At each step of the process, you can save time by using AP automation. Our solution can help save you time by introducing a centralised purchase order management system, by automating approval workflows, and by simplifying payment processing.

Start automating your invoice approvals today

Join 20,000+ businesses that trust ApprovalMax to automate approvals, prevent fraud, and stay audit-ready.

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No credit card required · 14-day free trial · Cancel anytime