On your subscription renewal date, once assigned to a migration wave:

You will receive an email at least 30 days before your migration date with your plan options and what to expect. You can confirm your selection or choose the Alternative Plan from this date onwards, and edit your selection any time up to 3 days before migration.

Yes, in a few situations:

You switch from monthly to annual billing. Your migration date has been updated to your new annual renewal date. If you've already received your 30-day notification, we'll send you a follow-up email with the new date.

A payment fails. If your subscription enters a grace period, your migration date is temporarily put on hold. Once your payment is resolved and your subscription is active again, your migration date will be recalculated, and you'll receive a new notification. If the payment is not resolved within the grace period and your subscription expires, your account will be migrated automatically once all migration waves are complete — no action is needed on your part.

Your account follows a different migration path. Some accounts migrate on a different schedule based on their billing setup or integrations. If this applies to you, you won't see a migration date in MyAccount — our team will get in touch separately when your account is ready.

Your account automatically moves to Tiered Usage-Based Pricing; your feature plan, data, workflows, and all access remain the same. Payment details carry over where possible; if new payment information is needed, you'll be prompted at least 30 days in advance.

The main changes are:

Everything else stays the same: your features, access, data, workflows, and any NFP, annual, or partner discounts.

No action is required. Your account will automatically migrate to the Recommended plan size. If this doesn't suit your Organisation's needs, you can select a different plan size up to 3 days before the migration date, or request a subscription downgrade later.

Plan size is a classification that defines the usage allowance available in ApprovalMax. The plan you select can be Small, Medium, or Large, depending on your Organisation’s business needs and the volume of documents you approve.

Usage in ApprovalMax is measured by the number of documents your Organisation approves (Approved Documents) and the number of people who actively approve them during a billing cycle (Active Approvers).

An Approved Document is any document approved in ApprovalMax during your billing period. Examples include Approved Bills, Purchase Orders, or Sales Invoices. Each approved batch payment counts as one document.

An Active Approver is a user in your Organisation who is assigned an Approver role in a workflow and approves at least one document during a billing cycle (monthly or annual). Only these active approvers count toward your plan size.

ApprovalMax recommends a plan size based on your usage — for example, the volume of documents your team approves and the number of people actively involved in the approval process.

Ultimately, it’s always your choice which plan size you subscribe to.

During your trial, ApprovalMax looks at how many documents your team approves and how many people are actively approving them. We then use this information to estimate your typical usage and suggest the plan size that will suit you best if you decide to subscribe.

To check your usage, go to Billing & Subscriptions. Usage information is available in both the Organisations and Subscriptions tabs.

For a step-by-step guide, see How to check your plan usage in ApprovalMax.

Yes. The Account Owner and Billing Contact will receive email notifications when your Organisation approaches or reaches its plan limits.

For a full overview of all notification types and when they’re sent, see Account and billing notification triggers in ApprovalMax

Your plan size sets monthly (or annual) allowances for approved documents and active approvers.

Here’s what happens if those limits are exceeded:

Approved documents

Active approvers

Overage charges are calculated based on the number of approved documents beyond your plan size allowance:

Overage is billed at different per-document rates depending on your plan size (Small, Medium, Large) and the number of documents over your limit.

Small and medium plans have one overage cost per document. This applies to all documents above your plan limit.

Large plans have two overage costs per document. The second overage per-document cost is cheaper and allows for very large numbers of approved documents.

In all cases, ApprovalMax will calculate any overage costs for you - based on the actual count of approved documents, your plan size and overage per-document cost[s] applicable and round up to two decimal places. The charge will then be added as a separate line on your next invoice.

Example: If your Organisation is on the Large plan (which has a monthly allowance of 500 documents) and you approve 1,600 documents in a month, your plan covers the first 500, the next 300 are charged at £0.10 each, and the remaining 800 are charged at £0.05 each, adding up to a total overage charge of £70.00.

Your plan won’t automatically change if your usage goes up or down. If your needs grow, you can upgrade to a larger plan immediately, and charges will be adjusted on your next invoice. If your usage decreases, you can downgrade to a smaller plan, which will take effect at the start of your next billing cycle. This way, you always have the flexibility to adjust your plan to fit your Organisation.

ApprovalMax offers the following payment methods for purchasing a plan powered by Stripe:

You can choose between monthly or annual billing:

Invoices are issued based on your subscription’s billing cycle, currency, billing address, and payment method.

If a payment fails, your plan enters a 14-day grace period:

No need! With usage-based pricing, ApprovalMax Capture and ApprovalMax Pay are included at no extra cost across all plans.

Yes. ApprovalMax offers discounts in the following cases: