The person who connects ApprovalMax to Xero, usually the Account Owner, must have full access to a Xero account.
Most other users don't need direct access to Xero to work with ApprovalMax:
Approvers can review and approve Bills, Purchase Orders, and other documents in ApprovalMax without accessing Xero.
Requesters who raise Bills or Purchase Orders in ApprovalMax also don’t need access to Xero.
This setup allows you to include more team members in the approval process without granting them access to your accounting platform.
The only other users who need access to Xero are:
Accountants who create Bills directly in Xero do require access and must be assigned a role that allows them to create and submit Bills for approval. However, this also means they’ll have the ability to approve Bills themselves.
To mitigate this risk, ApprovalMax includes a Fraud Detection feature that tracks any documents created and approved directly in Xero—outside of the defined approval workflows. Administrators are notified whenever such activity occurs.
If some users already have Xero access anyway, they can log in to ApprovalMax using the Xero SSO (Single Sign-On) option.
If you're using a data entry solution (OCR) like Dext, users submitting Bills for approval don’t need access to Xero. They can simply send the Bill to the email address provided by the data entry tool, which forwards it to ApprovalMax for processing. This helps ensure Bills are reviewed through the proper approval workflow and prevents unauthorised approvals directly in Xero.