Requesters can configure ApprovalMax to automatically email request documents that were created directly in ApprovalMax - like Purchase Orders, Sales Invoices or Quotes - once they’re fully approved.
There are two ways to configure default emailing for approved requests:
Configure default email settings in the workflow
You can configure automatic emailing on the workflow level, so that the relevant email field is prefilled or enabled by default when a request is created.
This is how you set a default email template and behaviour for all requests in a workflow
Select the relevant approval workflow (e.g. Sales Invoices) and click on the Gear icon to open the workflow settings:
Navigate to the Email to Customer section:
Please note: The name of this section will vary depending on the document type and accounting platform:
Email to Vendor (for Purchase Orders in QuickBooks Online)
Email to Supplier (for Purchase Orders in Xero and NetSuite)
Email to Customer (for Quotes in Xero, and for Sales Invoices in Xero and QuickBooks Online)
Choose how the email field should appear by default:
Enabled – the email section is visible but not preselected
Enabled and checked – the email section is visible and the checkbox to send the email is selected by default
Disabled – the email section is hidden from the request creation form
Optionally, specify one or multiple default CC email addresses:
Then customise the email subject and body using dynamic variables:
Please note: There are limitations to the length of the email subject and body:
Subject - 998 characters
Body - 4,000 characters
Click on SAVE CHANGES and update the workflow:
Once enabled, this template will automatically populate the email section for every new request using this workflow.
Please note: For Xero-connected Organisations, changing the Supplier during a review or when doing Editing on Approval will update the Email to Supplier section with the new information.
Configure emails during request creation
Requesters can also enable and customise the email at the time of request creation.
Tick the checkbox for "Email approved [document type] automatically":
Enter the recipient(s), subject and message body. Add any relevant attachments.
Proceed with creating and submitting the request. After the final approval, ApprovalMax will send a PDF of the document — along with any specified attachments — to the selected recipient(s).
Please note: For NetSuite-connected Organisations, a custom script must be added in NetSuite to enable PDF generation after final approval for emailing Purchase Orders.