Freedom251 › Invoice Approval Software
ApprovalMax
by ApprovalMax
What ApprovalMax is
ApprovalMax automates accounts payable and receivable approvals, giving businesses control over financial processes. Its described accounts payable workflow moves through capture, verification, approval, and payment. Teams can set approval rules and build multi-step workflows; Xero plans list unlimited workflows and approvals. Integrations include Xero, QuickBooks Online, and Oracle NetSuite, with two-way data sync listed for those accounting connections. Airwallex, Dext, and Slack are also listed; from Slack, users can approve, reject, or comment on documents. Plan features range from unlimited workflows, users, and approval steps with a full audit trail to options such as budget checks, supplier onboarding, custom workflows, public API access, and AI capture. ApprovalMax offers iPhone and Android apps for submitting and approving requests, though its help page says the mobile app is not supported on tablets. The maker says it is ISO 27001 certified and provides single sign-on, two-factor authentication, and automatic logout after 15 minutes of inactivity. Customer data is processed in Microsoft Azure data centres in Ireland, with backups in the Netherlands. The service is paid, has no free plan, and offers a 14-day trial. Pricing is on request.
Who it suits
It suits businesses, accountants, and bookkeepers that need structured approvals for financial processes. Its listed customer industries include construction, hospitality, nonprofits, and healthcare.
What it does well
- Supports multi-step approval workflows and rules.
- Integrates with Xero, QuickBooks Online, and NetSuite.
- Slack users can approve or comment on documents.
- Includes a full audit trail on Standard.
- Offers a 14-day trial.
What to know first
- No free plan is available.
- Pricing is on request.
- Mobile app is not supported on tablets.
- Unused monthly document and payment allowances do not carry over.
Limits
ApprovalMax has no free plan; access begins with a 14-day trial. Capture and Pay are add-ons, and unused monthly document and payment allowances do not carry over.
Plans
| Plan | Billed and limits | Price |
|---|---|---|
| Advanced (Xero) | Paid yearly; price shown per month per organisation, excluding tax; numeric price not displayed in the opened page · Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available | On request |
| Standard (QuickBooks Online) | Paid yearly; price shown per month per organisation; numeric price not displayed in the opened page · Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available | On request |
| Premium (QuickBooks Online) | Paid yearly; price shown per month per organisation; numeric price not displayed in the opened page · Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available | On request |
| Standard (Xero) | Paid yearly; price shown per month per organisation, excluding tax; numeric price not displayed in the opened page · Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available | On request |
| Premium (Xero) | Paid yearly; price shown per month per organisation, excluding tax; numeric price not displayed in the opened page · Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available | On request |
| Advanced (QuickBooks Online) | Paid yearly; price shown per month per organisation; numeric price not displayed in the opened page · Unlimited users · Unlimited requests · Unlimited approvals · Volume discounts available | On request |
| NetSuite plan | Contact ApprovalMax for pricing; volume discounts available · API integration · Custom workflows · Premium support · Two-way sync · Sales order review and approval | On request |
| Advanced | monthly or annually; annual billing discounted · Small 100 approved documents/month · Medium 300/month · Large 500/month · Standard features · Bill-to-PO matching · manual-journal approvals · budget checking | On request |
The first 8 of 10 plans, as approvalmax.com lists them, read 8 Oct 2026. The maker's own page has the final word. Every plan
Getting started
- Visit https://approvalmax.com/ to review the product and request pricing.
- Start the 14-day trial.
- Choose an applicable plan for your accounting connection and workflow needs.
- Use the web platform or the iPhone or Android app to submit and approve requests.
- Connect an accounting system such as Xero, QuickBooks Online, or Oracle NetSuite.
Verdict
ApprovalMax combines financial approval workflows with accounting integrations and mobile request handling. Buyers should compare the plan features and confirm pricing and allowances for their intended setup.
Questions
Does ApprovalMax have a free plan?
No. ApprovalMax is paid, with a 14-day trial.
How much does ApprovalMax cost?
Pricing is on request; listed plans do not show numeric prices.
Which platforms does ApprovalMax support?
It lists web, Android, iOS, and API. Its mobile app is not supported on tablets.
Which accounting integrations are available?
ApprovalMax lists Xero, QuickBooks Online, and Oracle NetSuite, including two-way data sync.
Can users approve documents in Slack?
Yes. Slack users can approve, reject, or comment on documents.
What does the maker say about security?
ApprovalMax states it is ISO 27001 certified and provides single sign-on, two-factor authentication, and automatic logout after 15 minutes of inactivity.
Facts from ApprovalMax's own pages
- Accounting integrations
- Official integrations include Xero, QuickBooks Online and Oracle NetSuite. · approvalmax.com, 15 Oct 2026
- API plan availability
- Public API access is listed as a Premium-plan feature. · support.approvalmax.com, 15 Oct 2026
- ApprovalMax Capture
- Capture extracts supplier, amount and line-item information from uploaded bills, purchase orders, credit notes and sales invoices. · support.approvalmax.com, 15 Oct 2026
- ApprovalMax Pay
- ApprovalMax Pay supports payment of approved bills, including multi-currency wallets and automated reconciliation features. · support.approvalmax.com, 15 Oct 2026
- Approvals
- ApprovalMax supports multi-step approval workflows and approval rules, with unlimited workflows and approvals listed on its Xero plans. · approvalmax.com, 8 Oct 2026
- Approval workflows
- Yes · landing.approvalmax.com, 19 Sept 2026
- Audit trail
- Approved documents carry records showing who approved, what they saw and when, with the record attached to the accounting transaction. · approvalmax.com, 15 Oct 2026
- Bill-to-PO matching
- Bills can be matched against approved purchase orders and checked for budget impact before approval. · approvalmax.com, 15 Oct 2026
- Browser requirements
- Supported browsers are the latest two Chrome, Firefox, Edge and Opera versions, plus Safari 11 or later, with JavaScript enabled. · support.approvalmax.com, 15 Oct 2026
- Budget controls
- Approvers can see live budget impact and organisations can set thresholds for departments, cost centres or projects. · approvalmax.com, 15 Oct 2026
- Company headquarters
- LinkedIn lists the primary headquarters at 86–90 Paul Street, London, England, with another location in Belgrade, Serbia. · linkedin.com, 15 Oct 2026
- Company size
- LinkedIn lists ApprovalMax as a privately held company with 51–200 employees. · linkedin.com, 15 Oct 2026
- Data storage
- ApprovalMax says customer data is processed in Microsoft Azure data centres in Ireland, with backups in the Netherlands. · approvalmax.com, 8 Oct 2026
- Documentation
- The Help Centre lists hundreds of articles, including 678 account-management articles, 426 Xero articles, 219 QuickBooks articles and 145 NetSuite articles. · support.approvalmax.com, 15 Oct 2026
- Founded
- LinkedIn lists ApprovalMax as founded in 2016. · linkedin.com, 15 Oct 2026
- Free plan
- No · landing.approvalmax.com, 19 Sept 2026
- Headquarters
- ApprovalMax Limited lists its registered office in London, United Kingdom. · approvalmax.com, 8 Oct 2026
- Intended customers
- ApprovalMax says its platform serves businesses, accountants, and bookkeepers across industries including construction, hospitality, nonprofits, and healthcare. · approvalmax.com, 8 Oct 2026
- Legal name and investor
- Crunchbase identifies the legal name as ApprovalMax Limited and lists Yttrium as its funder. · crunchbase.com, 15 Oct 2026
- Licence
- Terms grant a limited, non-exclusive subscription licence, prohibit reverse engineering and state that ApprovalMax retains ownership of the software and intellectual property. · approvalmax.com, 15 Oct 2026
- Limit: mobile friction
- Google Play reviewers complained that mobile-browser approval was replaced by a required app download and additional security setup. · play.google.com, 15 Oct 2026
- Limit: partner dashboard
- A Capterra reviewer said the partner dashboard is weak for practices managing clients and subscriptions. · capterra.com, 15 Oct 2026
- Limit: pricing changes
- Trustpilot reviewers reported large increases after the 2026 move to usage-based pricing, including claims of roughly 60% or doubled costs. · trustpilot.com, 15 Oct 2026
- Limit: search and matching
- Capterra reviewers reported a clunky search function and said bill-to-PO matching requires a higher plan. · capterra.com, 15 Oct 2026
Where ApprovalMax stands on Freedom251
- Invoice Approval Software#4 of 37
- Accounts Payable Software#19 of 97
- Accounts Payable Automation Software#7 of 32
- Invoice OCR Software#7 of 25
- Workflow Management Software#14 of 48