How can I connect ApprovalMax to my accounting system?

To get started using ApprovalMax, the first step is to connect your ApprovalMax Organisation to your accounting system.

Xero

This is how you connect ApprovalMax to Xero

In the main menu, find your ApprovalMax Organisation. Then open Approval workflows under Workflows and settings.
Click on the CONNECT button next to ApprovalMax Workflows for Xero.
Select the respective Xero Organisation and authorise ApprovalMax.

There is another way to connect your ApprovalMax Organisation to a Xero Organisation

In the main menu, find your ApprovalMax Organisation. Then open Organisation settings under Workflows and settings.
Click on the CONNECT button next to "ApprovalMax workflows for Xero".
Select the respective Xero Organisation and authorise ApprovalMax.

Now, your ApprovalMax Organisation is connected to the Xero Organisation, and you can set up approval workflows.

Security note: ApprovalMax does not store your Xero credentials. We are using oAuth, the open standard for authorisation, which enables 100% safe and secure delegated access.

QuickBooks Online

This is how you connect ApprovalMax to QuickBooks Online

Open the main menu, select your Organisation and go to Approval workflows under Workflows and settings:

Click on the button Connect next to "Approval workflows for QuickBooks Online".
Authorise ApprovalMax in QuickBooks Online.

Select the QuickBooks Online Organisation you want to connect to.

Alternatively, you can connect from the Organisation Settings page

Now, your ApprovalMax Organisation is connected to the QuickBooks Online Organisation, and you can set up approval workflows.

Security note: ApprovalMax does not store your QuickBooks Online credentials. We are using oAuth, the open standard for authorisation, which enables 100% safe and secure delegated access.

Feel free to watch our video on how to connect to QuickBooks Online.

NetSuite

This is how you connect ApprovalMax to NetSuite

Currently, ApprovalMax supports manual TBA (token-based authentication) when an Administrator needs to generate tokens in the NetSuite User Interface (UI) to manually copy them to the ApprovalMax UI later.

In order to set up a connection between ApprovalMax and NetSuite, we need the following data from the NetSuite account:

Parameter	Description
NetSuite Account Id	In NetSuite, go to Setup > Company > Company Information, or copy the account ID from the URL
Consumer Key	See below how to generate this key
Consumer Secret	See below how to generate this key
Token ID	See below how to generate this key
Token Secret	See below how to generate this key
Subsidiary ID	In NetSuite, go to Setup > Company > Subsidiaries and find the ID for the selected subsidiary in the ”INTERNAL ID” field.
Timezone	In NetSuite, go to Home > Set Preferences and find the timezone selected for a user on behalf of whom the API tokens were generated.

In order to generate the 4 keys above, the following actions are required:

Enable token-based authentication and SOAP web services
Create an integration record
Create a role and assign it to a user
Create an access token for the integration record, the user and the role

1. Enable token-based authentication and SOAP web services

Go to NetSuite Setup > Company > Enable Features > Suite Cloud > Manage Authentication and tick the TOKEN-BASED AUTHENTICATION checkbox:

Go to NetSuite Setup > Company > Enable Features > Suite Cloud > Manage Authentication and activate the SOAP WEB SERVICES checkbox:

2. Create an integration record

Go to NetSuite Setup > Integration > Manage Integrations, tap the New button and create a new integration. Tick the TOKEN-BASED AUTHENTICATION checkbox, and uncheck both the TBA: AUTHORIZATION FLOW and AUTHORIZATION CODE GRANT options:

A Consumer Key and Consumer Secret will be generated after the integration record's creation.

Copy the Consumer Key and Consumer Secret values to be used in the setup configuration.

Please note: The Consumer Key and Consumer Secret values are displayed only once, so make sure you copy them before going to another page.

3. Create a role and assign it to a user

Go to NetSuite Setup > Users/Roles > Manage Roles. In Accessible Subsidiaries, choose either ALL or SELECTED. Create a role and assign the necessary permissions as shown in the table below:

Permissions tab	Permission	Level
Transactions	Bills	Full
Expense Report	Full
Find Transaction	Full
Item Receipt	Full
Purchase Order	Full
Return Auth. Approval	Full
Return Authorization	Full
Sales Order	Full
Sales Order Approval	Full
Vendor Bill Approval	Full
Vendor Return Auth. Approval	Full
Vendor Return Authorization	Full
Lists	Accounts	View
Accounts Payable Register	View
Amortization Schedules	View
Classes	View
Currency	Edit
Customers	View
Departments	View
Documents and Files	Create
Employee Record	View
Employees	View
Expense Categories	View
Items	View
Locations	View
Projects	View
Subsidiaries	View
Tax Records	View
Units	View
Vendors	View
Setup	Accounting Lists	View
Custom Body Fields	View
Custom Column Fields	View
Custom Segments	View
Deleted Records	View
Manage Accounting Periods	View
SOAP Web Services	Full
User Access Tokens	Full
Custom Record	<Custom Record Type used in custom fields or segments added to ApprovalMax>	View

Assign the role to that user who will be used for the integration.

Go to Lists > Employees > Employees > Edit User > Access tab > Roles sub-tab.

Tokens will be generated for this user.

All changes made by ApprovalMax in the NetSuite account (like Vendor Bill updates) will be logged in the history on behalf of this user.

4. Create an access token

Go to NetSuite Setup > Users/Roles > Access Tokens > New.
Create an access token for a combination of integration record, user and role.

The Token ID and Token Secret will be generated after the access token's creation; do keep them safe because they are visible only once.

Important: Please copy the Consumer Key and Consumer Secret values to be used in the setup configuration.

Connect ApprovalMax to NetSuite

In the main menu, select your ApprovalMax Organisation and open Organisation settings under Workflows and settings.
Click on the CONNECT button next to "Approval workflows for NetSuite":
Copy the generated tokens and click on CONNECT:

Now, your ApprovalMax Organisation is connected to the NetSuite subsidiary, and you can set up approval workflows.
Alternatively, if your NetSuite account has the ApprovalMax SuiteApp installed, you can connect without entering a Consumer Key and Consumer Secret. In the NetSuite account connection window, toggle the SuiteApp connection:
When using the SuiteApp connection method, ApprovalMax uses the embedded SuiteApp integration to manage authentication, eliminating the need for a Consumer Key or Consumer Secret.

For a quick walk-through of the steps covered in this article, watch our how-to video below.