Tiered Usage-Based pricing (TUP) is a subscription model in which your plan is defined by how much you use ApprovalMax.
Each feature plan: Standard, Advanced, and Premium is divided into Small, Medium, and Large plan sizes, based on the number of approved documents and active approvers needed for your Organisation.
What are the plan sizes?
Each feature plan (Standard, Advanced, Premium) comes in three sizes, so you can choose the option that best suits your Organisation’s needs.
Your plan size is determined by two usage metrics:
Approved documents: An approved document is any request in ApprovalMax that has been fully approved during your billing cycle. This can be a Bill, Purchase Order, Invoice, Expense, or another supported request type.
Only documents with the status Approved count toward your allowance.
Cancelled or Rejected requests don’t count.
Each approved Batch Payment request counts as one document.
Active Approvers: An active Approver is a unique user who approves at least one document in a billing cycle (monthly or annual).
Each person is counted only once per billing cycle, regardless of how many documents they approve.
For annual billing, the Approver limit applies to each month of the year. The annual result is based on the highest number of active approvers recorded in any single month during the billing year.
Example: If your plan allows 5 active approvers, and during the year you have 4 Approvers in January, 6 in March, and 2 in July, the system records 6 active Approvers as the highest monthly count for that billing year. Approver overage is not charged.
You can choose from three plan sizes:
Small – up to 100 approved documents per month and up to 5 active approvers
Medium – up to 300 approved documents per month and up to 10 active approvers
Large – up to 500 approved documents per month and unlimited active approvers
All plan sizes include the full set of ApprovalMax features, as specified in your selected plan, with ApprovalMax Capture and ApprovalMax Pay included at no additional cost.
For full details of features by plan, see our pricing pages for Xero and QuickBooks Online.
Monthly vs annual billing
You can choose monthly or annual billing. Annual billing offers a discount compared to monthly billing.
Monthly document allowance: Your monthly allowance for approved documents is determined by your plan size. If you go over this allowance, the charge for the additional usage will be added to your next monthly invoice.
Annual document allowance: Your annual allowance for approved documents is determined by your plan size and equals 12 × the monthly limit. This means you can use more documents in some months and fewer in others, as long as the total for the year stays within your allowance. The charge for documents over the annual limit will be collected on the annual renewal date.
Example: If your Organisation is on a Small Standard plan, your monthly allowance is 100 documents. On annual billing, this gives you 1,200 documents for the next 12 months. If you approve 80 in one month and 120 in another, it balances out. Only if you exceed 1,200 in total for the year will any additional usage be added to your next annual invoice.
Approver limits: Whether you opt for monthly or annual billing, each plan size also sets the number of active approvers per month. These limits are a soft cap; occasional overages are fine, but if your Organisation consistently exceeds the cap, you will need to upgrade your subscription to an appropriate plan size.
For more details on what happens if you go over your limits, see TUP Pricing FAQ.
For details on how to purchase a plan, see How to purchase a subscription.