ApprovalMax set-up for bill approvals
We set up ApprovalMax so bills and purchase orders reach the right people for sign-off before they are paid. The plan sizes and features below come from ApprovalMax's pricing page for businesses using Xero.
What we do in ApprovalMax
- Connect ApprovalMax to your accounting software and check that suppliers and accounts come across.
- Build approval steps for bills, such as a manager first and the owner for larger amounts.
- Set up purchase order approvals and, on plans that include it, matching of bills to purchase orders.
- Add requesters and approvers, and show them how to approve from the mobile app.
- Reconcile approved bills once they are paid, so the ledger and the approval history agree.
How an ApprovalMax set-up runs
- 01
Map who signs off
We write down who approves which bills today, and where the usual rules have exceptions.
- 02
Build the workflows
We connect ApprovalMax, then turn those rules into approval steps for bills and purchase orders.
- 03
Walk approvers through it
Each approver sees what a request looks like and how to approve it, reject it or put it on hold.
- 04
Follow the first cycle
We follow the first round of bills through to payment and adjust any step that held things up.
ApprovalMax plans for Xero users
| What it lists | As published |
|---|---|
| Documents a month on the Small plan size | Up to 100 |
| Documents a month on the Large plan size | Up to 500 |
| Approvers on every plan size | Unlimited |
| Approval workflows for bills | Standard, Advanced and Premium |
| Match bills to purchase orders | Advanced and Premium |
| Data sync with Xero | Two-way, on all three plans |
| ApprovalMax Capture, which extracts data from documents | Included in all plans |
| Free trial | 14 days, no credit card required |
Source: ApprovalMax Limited, Pricing for businesses using Xero (one page for every country, served to Australian visitors). Checked 15 Oct 2026.