# ApprovalMax Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is ApprovalMax the right Accounting Practice Management solution for you? Explore 29 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/176713/ApprovalMax/reviews --- ApprovalMax 4.7 (29) [View alternatives](https://www.capterra.com/p/176713/ApprovalMax/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated April 23rd, 2026 # Reviews of ApprovalMax Ease of use 4.7 Customer Service 4.5 ## Pros and Cons in Reviews ZL Zach L FPA ManagerFinancial Services, 51 - 200 employeesUsed the software for: More than 2 years. “ApprovalMax provides great approval controls with audit trails and integrates seamlessly with Xero.“ April 3, 2026 �L 💡 Brend L DirectorAccounting, 11 - 50 employeesUsed the software for: More than 2 years. “With just a few clicks, it connects to Xero (and also integrates seamlessly with Netsuite, QuickBooks, and CIN7), allowing us to set up customised approval workflows.“ November 19, 2024 �L 💡 Brend L DirectorAccounting, 11 - 50 employeesUsed the software for: More than 2 years. “By importing budgets into Xero, approvers can immediately see the budget impact of each approval, a feature I find particularly useful for tracking expenses against budget in real-time. When a bill is approved, ApprovalMax automatically attaches a full audit trail in Xero, greatly simplifying our interactions with auditors, especially for our not-for-profit clients.“ November 19, 2024 SF Simon F Head of FinanceFinancial Services, 51 - 200 employeesUsed the software for: More than 2 years. “It also integrates with Xero making posting invoices super easy once approved.“ March 27, 2026 ## Showing most helpful reviews Showing 1-25 of 29 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Helina P. CEO Accounting Used the software for: 1-2 years ### "A must for any company with bill and expense approval needs" November 28, 2024 5.0 We have been using the app with clients, and it has improved payment turnaround for employee expense reimbursements and vendor payments, and reduced our team's time in chasing for approvals for bills. Pros Seamless approval process for teams. The app can handle very complex approval rules, and even coverage when people go on vacation. They are actively developing, so we're seeing lots of new features all the time. They recently added receipt capture (get your bills and receipts into the app with ease and OCR that does the data entry for you!), and budget checking which helps approvers to confirm the expense to the overall budget without needing to jump into manual spreadsheets or accounting software. Notifications and the app make it easy to get approvals quickly and chase down outstanding approvals avoiding month end delays. Cons Until recently, we missed having the receipt capture feature. That has been solved. Review Source Response from ApprovalMax December 16, 2024 Thanks for the 5 stars Helina! We're really glad to hear that your payment processes has been made faster and freed up your team for more important work. It’s great to know that ApprovalMax Capture has solved your OCR needs and cut down on that pesky manual data entry. We really appreciate your support! CS Cassandra S. Director and Senior Bookkeeper Accounting Used the software for: 2+ years ### "Great Product to use" September 22, 2024 5.0 Great overall experience - simple interface and intuitive. Has flexibility for various client structures and operations, from more simple to complex Pros Ability to set approval matrixes to allow different organisational levels of approval. Also the ability to verify supplier banking details before they could be used. Cons No real dislikes - would be handy to be able to make supplier payments directly from the platform, but not a deal breaker Switched from [Xero](https://www.capterra.com/p/120109/Xero/) More granularity re approvals and approvers. Review Source Response from ApprovalMax September 26, 2024 Thanks for the review Cassandra, It warms our hearts to hear you're enjoying the product! Now, about those supplier payments—great minds think alike! We’re currently in beta (UK), and we’re excited to roll it out to more countries soon. Learn more about ApprovalMax Pay here: https://approvalmax.com/features/approvalmax-pay VR Verified Reviewer People and Finance Operations Information Technology and Services Used the software for: 2+ years ### "Solid approval workflow tool that integrates seamlessly with Xero" March 27, 2026 4.0 We use ApprovalMax for accounts payable and bill approvals, and it's made a genuine difference to how our finance team operates. What used to involve chasing people over email is now a structured, trackable process. It integrates seamlessly with Xero right out of the box, and the setup was much simpler than we expected. Overall, it's a reliable tool that does exactly what it promises. Pros ApprovalMax is quick and straightforward to set up, with minimal configuration needed to get going and simple to use. The Xero integration works flawlessly, bills flow through without any manual workarounds. It saves significant time by replacing email-based approval chains with automated workflows, and the audit trail is thorough, logging every approval with timestamps and approver details, which makes compliance reporting much easier. Cons Some workflow configurations could be more flexible, as there are occasional limitations when trying to customise approval rules for more complex scenarios. Minor UX improvements would also help, particularly for first-time approvers who are less tech-savvy. Review Source DP Dmitri P. Operations Transportation/Trucking/Railroad Used the software for: 1-2 years ### "Stay away there's better vendors out there." October 24, 2024 1.0 Pros none really, approvals are not easily customizable, you cannot setup logic to look for double billing unless its same invoice number, too simple for what the charge Cons After cancelling account they kept charging subscription, be careful to make sure you're not getting scammed like we did. Review Source Response from ApprovalMax November 12, 2024 Hi Dmitri, we’re sorry to hear you feel this way and that you encountered challenges with approval customisation and duplicate billing. To clarify, ApprovalMax identifies duplicate bills based on parameters such as date, amount, and supplier to streamline your processes. Regarding your subscription, you retired the organisation within your subscription instead of cancelling your entire subscription. A business can have lots of different organisations under a subscription. Once our Customer Success team understood your request through your correspondence, they cancelled your subscription that same day, 22 Oct. EB Emma B. Financial Controller Non-Profit Organization Management Used the software for: 2+ years ### "Great software for approval and providing an audit trail. " February 1, 2026 5.0 My overall experience with ApprovalMax is very positive, we have used the software for many years and our external auditors often praise the audit trail of bills being approved with the evidence automatically attached to a bill in Xero. This gives a clear time stamp and user name in Xero, with no added effort. Pros ApprovalMax offers great value for money as a one-stop approval software which integrates with Dext and Xero. It is easy to use, you can set up customised work-flows easily, and customise them per user. ApprovalMax allows supplier management through approval work-flows. It means more then one approver can review a supplier or purchase invoice. Customer support are available via a chat function which gives advice quickly. You can log in using other via credentials, giving quick secure access. Cons The part I like least about ApprovalMax is how you remove a user. It requires off-boarding and you need to scroll across to find it. It is not obvious, but can be done easily once you know where to find it. Some users have struggled setting up the 2-step authentication, but the admin user has been able to sort this without too much hassle. Review Source SF Simon F. Head of Finance Financial Services Used the software for: 2+ years ### "Approval Max Review" March 27, 2026 5.0 Overall we're really pleased with Approval Max. It represents great value for money, is easy to implement and I'd definitely use it again. Pros I liked how easy it was to implement - it took very little time and effort to get up and running. It also integrates with Xero making posting invoices super easy once approved. I also love the OCR capability which saves so much time when inputting invoices. Cons The budget tracking functionality, although useful, can be confusing as it only includes deductions for bills which have been through Approval Max, it doesn't take account of journals which might have been posted against a budget in Xero. Review Source ZL Zach L. FPA Manager Financial Services Used the software for: 2+ years ### "Great approval control tool" April 3, 2026 4.0 Pros ApprovalMax provides great approval controls with audit trails and integrates seamlessly with Xero. The interface is intuitive and easy for non‑finance users. Cons Budget controls can be challenging where invoices cover periods that don’t align neatly with budget cycles. This can be difficult for non‑finance users to understand, particularly where accrual accounting is required to interpret spend correctly. Review Source �BL 💡 Brend L. Director Accounting Used the software for: 2+ years ### "ApprovalMax - Game Changer" November 19, 2024 5.0 ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients. Getting ApprovalMax up and running is quick and straightforward. With just a few clicks, it connects to Xero (and also integrates seamlessly with Netsuite, QuickBooks, and CIN7), allowing us to set up customised approval workflows. These workflows can be as simple or as complex as needed, accommodating multi-level approvals with ease. Once configured, the system takes over, and approvers receive email notifications whenever a bill is awaiting approval. By importing budgets into Xero, approvers can immediately see the budget impact of each approval, a feature I find particularly useful for tracking expenses against budget in real-time. When a bill is approved, ApprovalMax automatically attaches a full audit trail in Xero, greatly simplifying our interactions with auditors, especially for our not-for-profit clients. With ApprovalMax, we’ve completely eliminated paper processes and gained oversight into pending approvals, enabling us to close month-end faster and more efficiently. Whenever I’ve needed support, the ApprovalMax customer service team has been prompt, knowledgeable, and responsive, making the experience even smoother. Pros The simplicity of setting up a client with approval workflows Cons The Slack integration is great for being notified of new bills to approve. But unfortunately you still need to have email notifications turned on. I'm sure they'll fix this soon. Review Source Response from ApprovalMax December 4, 2024 Thanks so much for the awesome review, Brend! It’s great to hear ApprovalMax is making those end-of-month tasks easier for you. About the Slack integration—it shouldn’t rely on email notifications being enabled—try checking the settings under 'My Profile.' If you run into any issues, our support team is ready to help! LM Lara M. Director Accounting Used the software for: 2+ years ### "Full financial control system" August 5, 2024 5.0 I’d definitely recommend it if you’re struggling to keep track of what’s going on, have budgets to track & need internal sign off. Having everything in one place, you can give staff access to ApprovalMax rather than the accounting system. They run regular demos & live webinars for support purposes as well. Pros ApprovalMax is great if you have a team or separate finance team/external sign-off. It’s intuitive to use, easy to build workflows & a great app for approvers. The new features such as Capture, means you can deal with the whole approval process directly in the app, making it easier for users. It has good reporting including auditing for fraud purposes. Features such as being able to temporarily assign another approved when on holiday & have ‘either/or’ approval chains means it avoids bottlenecks. Cons The partner dashboard isn’t the best for practices & seeing all your clients & subscriptions. Sometimes the set up can take a bit of time. Review Source Response from ApprovalMax August 9, 2024 Thanks Lara for the recommendation and 5 star review. It's great to hear you're enjoying ApprovalMax Capture and really utilising all our other time-saving features. Thanks for the note about the partner dashboard; we'll look into that. JB Joao B. FC Entertainment Used the software for: 2+ years ### "XERO Loves Approval Max & So Do We" July 22, 2024 5.0 Pros Ease of use and administration Visually pleasing Great back off support Cons It would be great to get a summary report of all approved POs in a 24 hour period in the same format as the PO approval email sent to an individual who is not part of any workflows Review Source Response from ApprovalMax July 30, 2024 Thank you for the 5 star review Joao. We’re so excited to hear that both Xero and your team love ApprovalMax. It’s always nice to have a fan club! We appreciate your kind words about our ease of use, visual appeal, and support—our team works hard to keep things running smoothly, and it’s great to know it’s paying off. Regarding your suggestion for a summary report, you can create a customised report that can be sent to email addresses of your choice and can be scheduled. For more details, please refer to our Knowledge Base article https://support.approvalmax.com/portal/en/kb/articles/report-scheduler-xero HH Helen H. Financial Controller Marketing and Advertising Used the software for: 1-2 years ### "An excellent alternative for the old days of chasing for approvals" July 22, 2024 5.0 Very happy with the software. It has made for a much smoother approval flow and has given us so much time back to focus on other activities. Pros It makes the process as automated as I can imagine. With no need for us to notify those in the approval flow or those who have yet to approve an invoice. It also houses a detailed audit trail which is very useful for identifying bottlenecks and other issues. Cons There could be a better flagging system for when something is wrong with the invoice (for example if it's posting to a closed accounting date, it would be better if it flagged the poster rather than the first person required to approve) Review Source Response from ApprovalMax July 30, 2024 Thank you for your review Helen! We're over the moon to hear that ApprovalMax has become your superhero in the battle against the dreaded "approval chase." No more running around the office with a stack of papers, waiting for approvals. We're happy ApprovalMax has given you back so much time and that you find our automated process and detailed audit trail useful. For your suggestion about flagging incorrect invoices, please click on "Vote now" from the main menu in ApprovalMax to share your idea. KR Katie R. Finance Executive Marketing and Advertising Used the software for: 2+ years ### "Easy to use " July 24, 2024 5.0 This is a great way to make people accountable for their spending and have a double check on bills before they are paid Pros This is a great "out of the box" software for tracking purchases and payments. You can create multiple users and authorization levels which is really handy Cons The search function is a bit clunky and doesn't like the return key!! Matching invoices to Purchase orders is only available in the pro version Reason for choosing ApprovalMax I had used Approval Max in a previous job and remembered how easy it was to set up and how well it worked Review Source Response from ApprovalMax August 2, 2024 Thanks Katie for your 5 star review. We’re thrilled to hear that you find ApprovalMax easy to use and appreciate the flexibility of multiple users and authorization levels. It sounds like you’re making the most of our “out of the box” features. As for the bill to PO matching, it’s true that it’s available in the advanced plan, but we promise it’s worth it. You'll be able to track remaining balances on POs, prevent overspending with custom controls, match actual expenditure to budgets and more importantly align team spending with budgets. We sorry to hear that the search function doesn't like the return key—we’ll definitely look into that! SW Sherrine W. Finance Leader Mental Health Care Used the software for: 1-2 years ### "Approval Max automating purchase orders with ease" July 19, 2024 5.0 Very good. Straight forward to use & the approval process is now far smoother. There seems to be confusion sometimes n the best process & the knowledge library doesn't always give clear answers for some of the integrations. Pros Workflow & automation of approval process Cons Timely & repetitive having to copy a PO to bill. Lack of information available to users. Eg Whether a PO has been billed or paid. This information only appears for Bills. Reason for choosing ApprovalMax Seemed like the far better platform & came recommended from others Review Source Response from ApprovalMax July 30, 2024 Thank you for your review, Sherrine! We're delighted to hear our customers are recommending ApprovalMax. User roles vary in ApprovalMax, so certain roles can see what they've raised or approved, including whether it's been billed. The 'Paid' status applies only to Bills, not POs, which aligns with Xero’s approach. Admins and Auditors have broader visibility across all documents. We’d love to hear any additional thoughts you have on the process of copying POs to bills, please share them through our support tool. https://support.approvalmax.com/portal/en/kb/articles/customer-feedback-tool-16-3-2022 PG Pooka G. Accounts Assistant Biotechnology Used the software for: 1-2 years ### "Excellent choice of software " July 18, 2024 5.0 It’s is wonderful software and helps to control the workflow management of approvals to a greater extent. Pros It’s easy to use and still understands the importance of every stage. This allows efficient access while less complex structure Cons The workshops are too long and it’s difficult to keep track of new updates. Review Source Response from ApprovalMax July 30, 2024 Thank you for your review Pooka. We're so pleased to hear that you find our software easy to use and effective in managing your approval workflows. It’s great to know that it helps streamline your processes. The workshops are packed full of new updates, but the good news is that everyone who registers gets a recording, so you can watch it at your own pace whenever it suits you. SM Sally M. Senior Accountant Real Estate Used the software for: 2+ years ### "Great system" July 23, 2024 5.0 Is a great product which I would defintly recommend to others Pros Its a great system, very useful and helps to speed up the approval process significantly. Cons The appproval workflow can be a bit tricky to get right Review Source Response from ApprovalMax July 30, 2024 Thank you for the glowing review Sally and for recommending us. We're excited to hear that you find our system useful and that it's speeding up your approval process—it's like having a turbo boost for your workflow. If you ever need help navigating it, our support team is just a message away, ready to assist. Nick T. CEO Non-Profit Organization Management Used the software for: 1-2 years ### "Excellent functionality" July 18, 2024 5.0 Generally excellent - helped upgrade and professionalise our systems and make the more effective and efficient Pros Works seamlessly with our accounting system - it has helped save a lot of time & money (& hassle for the finance team) Cons Search is not always brilliant and sometimes tricky to follow links to original invoices etc Review Source Response from ApprovalMax July 30, 2024 Thank you for your review, Nick! We’re pleased to hear that ApprovalMax works seamlessly with your accounting system and has saved your finance team time and hassle. We’d love to dive deeper into your feedback about the search functionality. Please share them through our support tool. https://support.approvalmax.com/portal/en/kb/articles/customer-feedback-tool-16-3-2022 BJ Benedicta J. Finance Business Partner Non-Profit Organization Management Used the software for: 2+ years ### "Best Digital Approval Tool" July 23, 2024 5.0 Amazing!!! Especially helping to fully digitalise approval process and cutting down month end processing days. Pros Audit report and instant upload to Xero. Cons The inability to have bespoke adaptation. Review Source Response from ApprovalMax July 30, 2024 Thank you for the fantastic review Benedicta and for calling us the "Best Digital Approval Tool!". We're thrilled to hear that our audit report and instant upload to Xero are making your life easier. BB Bal B. CFO Education Management Used the software for: 1-2 years ### "Very easy to install and use" July 18, 2024 5.0 Well thought out and designed product. Works seamlessly with Xero which is a huge plus point. Pros Very simple set up and extremely effective Cons Now you have the split screen and can view invoices whilst approving them, I have no other requirements Review Source Response from ApprovalMax July 30, 2024 Thank you Bal for your review. The product team will be excited to hear about the split screen experience. GH Greta H. Project Manager Hospitality Used the software for: 2+ years ### "Approval Max - excellence on integration " July 19, 2024 5.0 Pros Approval Max is very easy to set up and use. What I love the most is the integration with other platforms, such as Xero and Dext. Easy to set up, search function and analytics. Cons All is goo, we have been using it for a long time and continue to get the benefits of a compete platform. Review Source Response from ApprovalMax July 30, 2024 Thank you for your review Greta! Its always nice to hear from long term customers. we're thrilled that ApprovalMax is easy to set up and use, and that our integration partners are hitting the mark for your business. EC Ella C. Finance Assistant Education Management Used the software for: 1-2 years ### "Settling In Well" July 19, 2024 5.0 Pros I liked how easy it has made learning how to process invoices. I am new to working in finance and this has explained how my job works. Everything is user friendly. Cons Nothing! I couldn't use another system after this! Review Source Response from ApprovalMax July 30, 2024 Thank you for the review Ella. We’re so pleased to hear that ApprovalMax has made learning invoice processing easier for you, especially as you’re new to finance. It’s great to know that you find our system user-friendly. SS Sarah S. Financial Controller Higher Education Used the software for: 2+ years ### "Game changer" June 11, 2024 5.0 Overall I would recommend ApprovalMax. It's been a game changer for us and allows us to be paperless. Approvers can add a note when approving or rejecting. Easy to transfer workflow following staff change. Pros ApprovalMax allows us to ensure all invoices are approved by the relevant members of staff AND management to reduce the risk of incorrect or fraudulent invoices being paid. The 'Report' function allows me to see who has invoices to approve, at both levels - though being able to sort alphabetically by Initiator or Management would be helpful Cons Slow refresh rate can be frustrating as approvers think they've approved everything when they haven't. Reason for choosing ApprovalMax ApprovalMax was recommended by our auditors, we didn't look at alternatives. Review Source VR Verified Reviewer Director of Governance and Operations Hospital & Health Care Used the software for: 2+ years ### "Revolutionary Tool" May 14, 2024 5.0 Love this tool. It is a huge time saver, the audit trails are fantastic. Very reliable and easy to use. Pros I love how easy it is to view invoices, purchase orders, etc. Great to see who else has reviewed and approved in the workflow. Seamless, quick and easy. Such a huge time saver, but this also ensures a clear audit trail! Cons Search functions could improve slightly, but this is very minor. Review Source VR Verified Reviewer Property and Development Non-Profit Organization Management Used the software for: 6-12 months ### "Purchase Order Management " June 15, 2020 4.0 Overall we are extremely pleased with ApprovalMax and it was easy to implement then we anticipated with people picking it up quite quickly. Pros The best things about ApprovalMax is the ability to be to create custom approval workflows and then have them automatically flow into our accounting software. It has streamlined our operations across multiple physical locations. Cons I wish that their was previous for excel or other file types. It works very well with PDF but JPG are slow to load. Review Source MA Mahnaz A. Business and Finance Manager Education Management Used the software for: Less than 6 months ### "Approval Max Review - Amazing Product" April 29, 2022 5.0 Approval Max has saved the organization so much time as well as reduced human resource costs and paper! It has allowed for the procurement system to be paperless. Pros Approval max has allowed for workflows to be created in seamless way. It has a connection with Xero and integrates seamlessly with Xero. Cons There is absolutely nothing I dislike about the software. Alternatives considered [ClickUp](https://www.capterra.com/p/158833/ClickUp/)[Asana](https://www.capterra.com/p/184581/Asana-PM/) Reason for choosing ApprovalMax I just found it integrated better than the other softwares with Xero. The organisation is satisfied using Xero and so it was in the market to look for a workflow management system which would from A-Z integrate with Xero. Review Source TP Tim P. Director Support Services Education Management Used the software for: 1-2 years ### "Value for Money controls" February 18, 2019 4.0 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. Pros Easy to implement and interacts seamlessly with XERO Cons Inability to accept authorisation by any one of several potential authorisers Review Source Similar Products Featured ## Related categories [Workflow Management](https://www.capterra.com/workflow-management-software/)[Accounting Practice Management](https://www.capterra.com/accounting-practice-management-software/)[Accounts Payable](https://www.capterra.com/accounts-payable-software/) ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.