Top Rated Xero App Store Integration

Automated Purchase Order
Workflows for Xero

Stop manual chasing and unauthorised spend with purchase orders that sync directly to Xero—providing detailed audit trails, secure ledger access, and hardcoded compliance in one place.

Customers rate us

Platform Benefits

The smarter way to manage
Xero purchase orders

A better way to order, process, and pay for your business needs
without the manual bottleneck.

One click PO matching

Automatically match your purchase orders to invoices, removing manual verification.

Speed up your processes

25% of purchase orders are approved within 2 hours and 50% within 1 day with ApprovalMax.

Budget checking

Check spend against budgets in real-time.

Never miss a thing

Get updates on approvals, every step of the way, from anywhere in the world.

What changes when you add ApprovalMax

100%
Audit-ready documentation

Every invoice includes a permanent decision record - who, when, and why. Eliminate manual audit prep with trails attached automatically.

80%
Faster approvals

Accelerate cycles by replacing manual workflows with automated follow-ups. Eliminate bottlenecks and the constant need to chase staff for sign-offs.

1
Policy
hardcoded

Enforce spending rules automatically across every transaction. Mitigate risk by embedding your delegation of authority directly into the workflow.

Why ApprovalMax + Xero

Seamless integration

ApprovalMax integrates directly with Xero to automate accounts payable and receivable and automatically sync every step of the way.

Keep people out of your accounting system

Give people access to the financial documents they need without logging into Xero.

Enhanced features

Use features custom-built for Xero, including XPM, to get more out of your current accounting system.

Build your dream tech stack

Add ApprovalMax to your existing app stack and custom-build your tech to support your business’ needs, from data capture to payments and more.

ApprovalMax is quick and easy. It allows you to give responsibility for reviewing and approving documents to the right people in the business, and helps distribute the responsibility to the people who need it and takes any guesswork out.

Derek Martin

Director of Enterprise Technology, Yoco

ApprovalMax helps me sleep better because we don't pay anything that hasn’t been through it, even if it means we have to rush a bill through. Being consistent with that and making it one of our rules gives me a lot of peace of mind.

Rod Mourant

VP of Accounting & Global Controller at PartnerHero

ApprovalMax is our go-to solution for POs, invoice and credit note approvals, and some custom standalone workflows, such as new budgets and change budgets. Every time we show it to a customer they love it – they all take a slightly different approach to which features they use but they’re very happy with the solution and team.

Lee Shaw

CFO and Systems Architect at Cloudfox Group Ltd

ApprovalMax allows us to provide a quick win for a lot of clients without over-complicating the structure because it's so simple to set up and manage. It solves a big problem, saves them time and streamlines things, but it's not hard to implement – it just starts working seamlessly.

Peter Sean

Magner, Sales & Marketing Director at Iridium

ApprovalMax is easy to use and people really like it. It’s an easy problem solver to put in and it’s so well priced there’s not a massive hurdle to access it – and it just works!

Carl Ferner

Partner - Business Advisory & IT Consulting at BDO New Zealand

Faq

The approval automation platform of choice

Find quick answers to common questions about setup, pricing, and functionality.

Does connecting ApprovalMax change anything in my Xero setup?

No. ApprovalMax connects via the official Xero API and doesn't modify your chart of accounts, user permissions, or existing data. It adds a control layer in front of Xero — your environment stays exactly as it is.

How customisable are the approval workflows in ApprovalMax’s accounts payable software?

Our approval workflows are fully customisable. You can have any number of approval steps and add any number of approvers to each of them, specifying rules for approving at each step based on amounts, categories, and other criteria.

What happens when the 14-day trial ends?

Your account reverts to our free plan - no charges, no surprises. All your data and workflows are preserved, so you can upgrade whenever you're ready.

How does this software help with compliance and audit readiness?

ApprovalMax ensures compliance by enforcing pre-defined approval workflows and internal controls, reducing the risk of unauthorised transactions. Its automated audit trail captures every action, including approvals, rejections, and comments, providing full transparency and traceability. This comprehensive record simplifies audit preparation, helping organisations meet regulatory requirements.

What are the pricing plans for ApprovalMax?

You can choose from three plans: Standard, Advanced and Premium. Our subscription works on a monthly or annual basis. More information is available here.

Automated Purchase Order
Workflows for Xero

Integrating with some of the world's best platforms