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ApprovalMax Capture for NetSuite Online FAQ

Updated over a month ago

ApprovalMax Capture is an add-on that allows users to submit invoice documents via email, which are then processed using OCR (Optical Character Recognition) and appear as draft requests in ApprovalMax. This makes it easier to digitise, review and approve invoices.


ApprovalMax Capture is available to businesses, accountants and bookkeepers using NetSuite across all regions.

ApprovalMax Capture Packages

How much does ApprovalMax Capture cost?

ApprovalMax Capture is billed separately from your ApprovalMax subscription. You can view the current pricing in the Add-ons and Extras section when adding a new subscription under Billing & Subscriptions.

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Is ApprovalMax Capture included in my ApprovalMax subscription?

ApprovalMax is available as an extra add-on to your existing subscription. Once activated, you can access it via your usual login.
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Is ApprovalMax Capture billed monthly or annually?

All add-ons including ApprovalMax Capture are billed monthly, even if your main ApprovalMax subscription is billed annually.
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Will I lose documents if I upgrade my ApprovalMax Capture package mid-month?

Yes, upgrading mid-month means you'll lose access to documents from your original package. Only documents in the new package will be available after the switch.
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Can I cancel or downgrade an add-on at any time?

You can’t cancel or downgrade an add-on in the same billing period in which you purchased or upgraded it. However, changes are allowed from the following billing cycle onwards.
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Do document packages expire?

The document packages don’t expire. You can downgrade or cancel your document package – this change will take effect on your next billing date. Until then, your current document package remains in place.
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How do I enable ApprovalMax Capture?

  • Go to Billing & Subscriptions under your avatar:

  • On the Subscriptions tab, go to your subscription and under Add-on Details, click on CUSTOMISE YOUR PLAN WITH OPTIONAL ADD-ONS.​

  • Under Add-ons and Extras on the Upgrade Subscription page, tick the box beside ApprovalMax Capture:

  • In the drop-down field, select how many documents per month you would like to add, then click on Request Pricing:

  • Enter a message in the pop-up with any additional details and click on Submit.
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  • Our Sales team will then contact you with further details.

Please note: You will not be charged for ApprovalMax Capture until the next billing date. There will be an extra charge per document uploaded via ApprovalMax Capture over the selected limit.

Is there a trial available for ApprovalMax Capture?

Yes. You can try ApprovalMax Capture with a 14-day All Features trial that includes all functionalities.

The trial version of ApprovalMax, which includes the ApprovalMax Capture add-on, lasts for 14 days. If you add a new trial Organisation under your current subscription, the trial period is limited to 3 days for that specific Organisation.

When trialling ApprovalMax Capture, you can process 100 documents. If you find that you need more than that and your trial is not yet over, please contact us to have the details reviewed.

ApprovalMax Capture credits

Can I track the usage of my ApprovalMax Capture credits?

Yes, go to Billing & Subscriptions. Further down on the Subscriptions tab, you'll see how many documents you have remaining under your current ApprovalMax Capture package:


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Do unused ApprovalMax Capture credits roll over to the next month?

No, unused limits don’t roll over to the next month. Be sure to use your credits within the billing period.

How do I buy more ApprovalMax Capture credits?

To buy additional ApprovalMax Capture credits, simply go to your active subscription and select UPGRADE PACKAGE:


​Document recognition

Which technology does ApprovalMax Capture use?

ApprovalMax uses AI, machine learning and OCR (Optical Character Recognition).
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What languages does ApprovalMax Capture work with?

ApprovalMax Capture can recognise and import bills in more than 40 languages.
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What file formats are supported?

You can send files in the following formats via ApprovalMax Capture:

.PDF, .JPG, .JPEG, .PNG, .BMP, .TIF, .TIFF
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Can ApprovalMax Capture read handwritten notes or poor-quality receipts?

Yes, the process is completely the same but less data can be recognised depending on the quality of the original text.
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Will I be charged if the document data is not recognised?

ApprovalMax will not charge you for data extraction failures resulting from internal errors.

However, you are responsible for ensuring the suitability of documents uploaded to ApprovalMax Capture. Charges will apply if the data extraction fails because the documents are unsuitable (e.g. blank pages).

Limits

Is there a limit on the number of documents I can send vial ApprovalMax Capture?

There’s no limit to how many documents you can scan and import using ApprovalMax Capture. Simply select the right subscription level for your volume. If you reach your limit, we’ll let you know and offer the option of upgrading.

Requesters

How does ApprovalMax Capture support larger organisations with lots of Requesters?

ApprovalMax Capture allows multiple Requesters to upload documents and submit them for approval, which is important for organisations with several departments or geographical locations/entities. Requesters who are not an Administrator can only see Bills where they are the Requester, a Watcher or an Approver. Requesters are notified about comments and the status of their requests.

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