ApprovalMax Pricing, Features, Reviews & Comparison of Alternatives


Financial approval workflow creator

4.75/5 (4 reviews)

ApprovalMax overview

ApprovalMax creates approval workflows to route financial matters to the correct person for approval. Workflows can be generated for accounts payable, accounts receivable, expenses, purchase orders, and more, and can have multiple steps, with several approvers working in parallel on each level. ApprovalMax’s approval matrix allows users to designate conditional approvers based on customisable fields, such as the amount requested, so that approvals are routed to the most appropriate approver.

The iOS and Android apps allows users to approve or reject requests with one click, whether or not they are in the office, and chat in real time with the user who has made the request. Approvers are also presented with deadlines, based on a user-set average approval step duration, designed to reduce wait times.


Starting from
Pricing options
Value for money
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Business size



United States, Asia, Australia, Brazil, Canada and 9 other markets, China, Europe, Germany, India, Japan, Latin America, Mexico, Middle-East and Africa, United Kingdom

Supported languages

ApprovalMax screenshot: ApprovalMax workflows can have as many steps and parallel approvers as requiredApproval Max. Episode 2 -  How-To VideoApprovalMax screenshot: Users can set up conditional approvers in ApprovalMax using the custom dropdown fields in the approval matrixApprovalMax screenshot: ApprovalMax can also create approval workflows for Xero billsApprovalMax screenshot: ApprovalMax approvers are notified of requests by emailApprovalMax screenshot: ApprovalMax integration with Microsoft Outlook allows users to approve requests with one click, directly from their inbox

ApprovalMax reviews


Very good

Value for money
Ease of use
Customer support
Tim Piper

Value for Money controls

Used daily for 1-2 years
Reviewed 2019-02-18
Review Source: Capterra

ApprovalMax has been welcomed by all users so far as it simplifies and clarifies the purchase approval purchase and excuses non-finance staff from having to use the finance system to do their jobs. That in turn reinforces our segregation of duties and keeps the auditors happy.Easy to implement and interacts seamlessly with XERO

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Jez Hailwood

An essential add-on for Xero

Used weekly for 2+ years
Reviewed 2018-12-31
Review Source: Capterra

We needed an approval workflow that was more advanced than the one provided by Xero, and ApprovalMax does the job very nicely. The ability to define approvers based on various criteria (we mainly use our location and department tracking categories) enables our budget holders to approve spending.

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Sarah Rogers

Streamlines a difficult process

Used weekly for 1-2 years
Reviewed 2019-02-17
Review Source: Capterra

Very impressed with almost-instant, personal customer service.This software automates approval processes for accounts payable. I have used this in a volunteer association, saving time for volunteers and valuable paid administration time for staff. Volunteers can view and approve invoices for payment without needing to pop in to the office.

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Alexa Lippman

ApprovalMax Review

Used monthly for less than 6 months
Reviewed 2018-10-03
Review Source: Capterra

It's a great platform for expenses approvals, where a manager can review and finance can have full control over expenses.

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ApprovalMax pricing

Starting from
Pricing options
Free trial
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Full usage: $95 per month per company
Xero-only usage: $39 per month per company

ApprovalMax features


Access Control (180 other apps)
Activity Dashboard (346 other apps)
Activity Tracking (219 other apps)
Audit Trail (182 other apps)
Auditing (264 other apps)
Automatic Notifications (354 other apps)
Compliance Management (213 other apps)
Custom Fields (202 other apps)
Customizable Reporting (269 other apps)
Data Import/Export (261 other apps)
Document Storage (198 other apps)
Inventory Management (212 other apps)
Inventory Tracking (208 other apps)
Invoice Management (197 other apps)
Monitoring (200 other apps)
Real Time Data (235 other apps)
Reporting & Statistics (266 other apps)
Third Party Integration (249 other apps)
Workflow Management (231 other apps)

Security and privacy


Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options

Data policy

Data backup in multiple locations/GEO regions
This will ask you to sign in with LinkedIn

Additional information for ApprovalMax

Key features of ApprovalMax

  • Microsoft Outlook plugin
  • iOS and Android apps
  • Personalised email notifications
  • Comment by email
  • Deadline reminders
  • Automatic routing
  • Conditional approvers
  • Full workflow audit trails
  • Instant messaging
  • Custom approval fields
  • Deadline creation
  • One-click approval
  • Documents attached to approvals
  • Open API
  • SSL security
  • Xero integration
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iOS and Android apps allow users to approve when away from the office, while the Microsoft Outlook plugin enables users to approve or reject a request from within an email, and reply via email to create comments on the workflow

Conditional approvers can be set for workflows, based on customisable fields such as amount, territory or project. Multiple approvers can be set to approve in parallel for each step

Approvals can have as many steps as needed, with different conditional approvers at each level

Users can define typical step duration, which then gives approvers a deadline to prevent delays

Real-time chat on workflows allows for any clarifications and discussion required to be raised with the relevant people, and notifies users of any messages received

With Xero integration, bills created in Xero are automatically routed through multi-step workflows for approval