ApprovalMax first introduced a basic Review and Coding feature in 2017, specifically for Xero Bills. Since then, we’ve developed a more powerful and flexible solution: Editing on Approval. This enhanced feature supports a broader range of Xero workflows and offers more control when approvals need edits.
Support for the old Review feature was discontinued from 1 July 2025. To continue using editing functionality during approval, all customers need to migrate to Editing on Approval.
Editing on Approval delivers several key benefits over the old Reviewer feature:
Edit anytime: Approvers can make changes at any stage of the approval process - no need to restart
Support for more workflows: available for Bills, Purchase Orders, Sales Invoices and Quotes
More control: decide exactly which fields each Approver can edit
Streamlined experience: keep approvals moving efficiently, even when edits are needed
Please note: Customers on the Advanced or Premium plans can use Editing on Approval once the migration is complete. If you’re on a Standard plan, you’ll need to upgrade your plan to enable access.
How to migrate to Editing on Approval
Go to Workflows and settings > Approval workflows > Bill workflow and click on the START MIGRATION button in the green panel labelled Important Update:
If Reviewers are set, the pop-up will confirm that their editing permissions will be migrated. Click on YES, MIGRATE NOW to proceed.
If no Reviewers are set, the pop-up will confirm that no migration is needed.
Important: Once you migrate, this change is permanent and cannot be undone. The old Review functionality will no longer be available to you.
After initiating the migration, you’ll be shown a list of Bills currently in progress. These won’t be affected by the workflow update unless you restart their approval manually.
You can choose to:Leave a comment explaining the change to Approvers
Restart the approval process for one or more Bills in progress
Please note: Only new approval requests are affected by the updated workflow. Existing ones must be restarted manually to use the new editing features.
Once the migration is successfully completed, you'll see a confirmation message:
As a result, all rules from the old Review functionality will be migrated to the editing matrix for Approvers, where you can select which fields Approvers are allowed to edit during the approval process.
Please note: Migration is only possible if, in the old Review functionality, the Reviewer was also added as an Approver in the workflow.
For a quick overview, check out the video below: