After an Expense Claim is fully approved, ApprovalMax automatically pushes it to Xero.’
If this post-approval step fails, the expense claim is Rejected, and the affected expenses are flagged in My Expenses.
When a sync failure occurs, the reason is recorded in two places:
Rejected tab of My Expenses— the Rejected by column shows a badge indicating the rejection source. Hover over the badge to see more details on the reason.
Request audit trail — open the Expense Claim and scroll to the audit trail for the specific error message.
Corporate Card claims
For Corporate Card claims, ApprovalMax creates one Spend Money transaction in Xero per expense line. Each line is pushed independently, so failures can be partial or complete.
Common reasons for failure
Xero validation errors
Each Spend Money transaction must pass Xero's own validation.
Common causes include:
An invalid or inactive account code on the expense line.
A tax type code that is not recognised by the Xero Organisation.
A supplier (contact) that no longer exists or has been archived in Xero.
A bank account that is inactive or has been removed.
These errors are recorded against the specific line in the request audit history.
Partial failure
If some lines succeed and others fail, the claim remains in Approved status. Successfully created Spend Money transactions are kept, and the per-line failures are visible in the request audit history. You can re-upload those expenses and create a new expense claim.
Complete failure
If every line fails, the claim is automatically moved back to Rejected status. The linked expenses in My Expenses are marked as Rejected by Xero. The claim can be edited and resubmitted once the underlying issue is resolved.
Out of Pocket claims
For out-of-pocket claims, ApprovalMax creates a single Bill in ApprovalMax after final approval. If Bill creation fails, the entire claim is automatically moved to Rejected and the linked expenses in My Expenses are marked as Rejected by System.
Common reasons for failure
Bill workflow is not activated
The most common cause. ApprovalMax requires an active Xero Bill workflow in the Organisation before it can create a Bill from an approved Expense Claim. If the Bill workflow has not been enabled.
To resolve this, an Administrator should go to enable the Xero Bill workflow for the Organisation, then resubmit the Expense Claim for approval.
Mandatory Bill fields are incomplete
If fields that are required by the Bill workflow's configuration are not filled in on the Expense Claim (for example, a required account or tracking category), the Bill cannot be created. Review the Bill workflow's required-fields configuration and ensure the Expense Claim lines contain all necessary values before resubmitting.