ApprovalMax

Xero

Connect ApprovalMax with Xero, configure user access, integrations, and workflows.

Setup & Connection

Airwallex status model

Does ApprovalMax offer billing through the Xero App Store?

Why don’t I see my Xero Contact in Dext?

Does ApprovalMax support integration with Xero Practice Manager?

Does ApprovalMax integrate with WorkflowMax?

How can cost items from Dext bypass the approval workflow in ApprovalMax?

How can I try ApprovalMax with the Xero demo company?

How can I upload Credit Notes via Dext if I use the ApprovalMax for Xero integration?

How does the direct Dext integration differ from the integration with Dext via Xero?

How to add a Bank Account in Xero and assign it to a Payment Method in Dext

Is ApprovalMax integrated with Xero Projects?

How to enable the synchronisation of a Xero Tax List in Dext

What if a Bill is marked as Paid in Xero during the approval process?

Why are my Xero account codes/tracking categories not reflected in Dext?

Integrating Dext with your ApprovalMax Bill workflow enables Dext to push cost items directly to ApprovalMax.

How to establish a connection between Dext, ApprovalMax and Xero

Video: How to set up the connection between Dext, ApprovalMax and Xero

On behalf of which user are Bills created that get pulled from Dext? (Xero)

Troubleshooting: NO VAT in ApprovalMax when publishing invoices from Dext using the Extracted VAT Amount

How to reconnect my ApprovalMax Organisation to a new Airwallex account

How to link a different Dext account to ApprovalMax for Xero

How can I disconnect Dext from ApprovalMax for Xero?

Resolving Connection Issues Between Dext and ApprovalMax for Xero

How can I change the integration in Dext?

How can I resubmit a rejected request that came via Dext?

How can I use Dext Expense reports in ApprovalMax for Xero?

How can I publish documents from Dext to ApprovalMax for Xero?

Connect ApprovalMax with Xero and other integrated tools.

Integrations

Will I receive a notification on the approval of a Draft Purchase Order/Bill in Xero?

Can Account Codes be hidden from Approvers?

Instructions for Requesters

Can Approvers see only their Line Items in a request?

Can I restrict Requesters in terms of amounts? (Xero)

How can Administrators manage Substitutes? (Xero)

The Requester matrix allows you to mark specific fields as optional for approval requests, while others are mandatory and cannot be altered.

How to manage mandatory and optional fields in the Requester matrix

How to create departments with different Approvers

Who needs to have access to Xero?

Add, remove, and manage user access and roles in ApprovalMax.

User Management

Add the REJECTED prefix to Xero references

Approval decision policy for Xero

Approval conditions (Xero)

How can the due date of Xero requests be prepopulated?

Construction Industry Scheme (CIS) support

What happens with a document in ApprovalMax if I delete it in Xero?

Does the Standard plan include the Auto-Approval step? (Xero)

Fraud Detection — changes made after approval

Fraud Detection — bypassing the approval workflow

Pulling new documents and pushing back approval decisions (Xero)

How are recurring Bills/Invoices handled?

How can I copy workflow settings to another Organisation? (Xero)

How can I apply changes made to the approval workflow for not yet approved requests?

Can an approved Transaction/document from ApprovalMax be emailed to the Supplier?

How can I see paid Bills or Sales Invoices that have bypassed the approval workflow?

How can I use CIS with ApprovalMax?

How do I set up the Review step in an ApprovalMax workflow?

What are tracking categories used for?

What is the auto-approval step? (Xero)

Is it possible to modify any of the fields in Xero Purchase Orders/Bills with ApprovalMax?

How to set up an Auto-Approval step (Xero)

Send ApprovalMax events to Xero

How to group Account Codes for workflow rules

What is the manual exchange rate in Xero?

Troubleshooting: Xero Purchase Orders/Bills are not pulled to ApprovalMax

Why do my archived items still show up in ApprovalMax?

Why do phone numbers and delivery instructions not sync from Xero to ApprovalMax?

How to set up a default email to the Supplier

What does "Xero API call rate exceeded" mean?

Recalculation of the automatic exchange rate if a request is edited before the final approval (Xero)

I've set a request date in the past, will the exchange rate be calculated automatically based on this date?

Does ApprovalMax support Xero Expenses?

Can Purchase Orders/Bills be changed after approval?

ApprovalMax sends automated email notifications to the user who created a Scheduled Request template, so you are always informed about its status.

Email Notifications for recurring requests

Bulk actions for Xero requests line items

What is the Construction Industry Scheme (CIS)?

Can I create requests in a currency that differs from the default Xero currency?

Request Version History for Xero

ApprovalMax Supported countries, taxes, and currencies for Xero

Manual Exchange Rate in Approvalmax for Xero

How ApprovalMax handles lock dates in Xero workflows

Xero error codes: why requests get rejected

Email to the Supplier/Customer settings

How do I reconnect my Xero Organisation to a new ApprovalMax Organisation?

How to edit the default Tax-exclusive/-inclusive setting for requests

What happens after an approval or rejection

This setting is relevant for Xero Bill and Sales Invoice workflows.

Overwrite the Go To button in Xero

How can I change the email address to which the daily summaries are sent?

Create automated recurring requests in ApprovalMax for Xero using Scheduled Request Templates.

How to use Scheduled Request Templates

This article explains how to edit, delete or temporarily disable a Scheduled Request Template in ApprovalMax.

How to edit or delete a Scheduled Request Template

What happens when a recurring request fails?

Create and configure approval workflows to match your organisation’s processes.

Setting up Workflows

ApprovalMax’s key features for enhanced automation and control.

Core Features

Advanced settings for Bill-to-Purchase Order Matching

Bill-to-PO Matching: auto-marking Purchase Orders as Billed

Bill-to-PO Matching: Can I match a Bill from PO?

Bill-to-PO Matching: add a Purchase Order Requester as a Bill Approver

Bill-to-PO Matching: can I match Bills to Purchase Orders in the mobile app?

Bill-to-PO Matching: When is a matching automatically removed?

Bill-to-PO Matching: what happens if a Bill amount gets reduced

Bill-to-PO Matching: what is the remaining balance and when is it recalculated?

Bill-to-PO Matching: who is allowed to match Bills and Purchase Orders?

Bill-to-PO Matching: What is Bill-to-PO Matching?

Bill-to-PO Matching: Why do I not see the whole list of Purchase Orders when matching with Bills?

Bill-to-PO Matching: Which Purchase Orders are available for matching?

Bill-to-PO Matching: what is the 10 ct rule for Purchase Orders auto-marked Billed?

Bill-to-PO Matching: How can I enable Bill-to-PO Matching

Bill-to-PO Matching: matching events in the audit trail

Bill-to-PO Matching: how can I match a Bill to a Purchase Order after the invoice has been approved or paid?

Bill-to-PO Matching: how to handle cases where the Bill is different from the Purchase Order

Bill-to-PO Matching: can I match Purchase Orders to Credit Notes?

Bill-to-PO Matching: matching with gross or net amounts

Bill-to-PO Matching: is it possible to match Line Items? (Xero)

Bill-to-PO Matching: set up adding Purchase Order Requesters as Approvers

Bill-to-PO Matching: restrict the approval of unmatched Bill

Xero: in which plans is Bill-to-PO Matching available?

Can Bill-to-PO Matching be used as a workflow condition? (Xero)

What is happening with the Matching feature?

Will a match get automatically removed if I delete a document in ApprovalMax?

Can I restrict who is allowed to match Xero Bills and Purchase Orders to Administrators only?

How can I match a Bill with a Purchase Order after the invoice has been approved/paid?

Who is allowed to match Bills to POs?

Bill-to-PO Matching: up to which point in the workflow Bill-to-PO Matching can be done

Which Purchase Orders are available for matching?

One-click Bill-to-PO Matching

How to match Bills and Purchase Orders in ApprovalMax for Xero

How can I prevent that approved Purchase Orders are matched?

How to handle cases when Bill is different from PO

Automatically match bills to purchase orders for more accurate approvals.

Matching

Who can upload/sync budgets to/from Xero?

How to sync a budget with Xero

How to force a budget sync with Xero

How to upload Xero budgets to ApprovalMax

Can I track the Bills being approved with a budget from Xero?

Does ApprovalMax take Xero documents into account during Budget Checking

What Budget Checking filters are available for Xero budgets?

How can I stop syncing budgets?

During what period can ApprovalMax sync budget data from Xero?

Troubleshooting: budgets are not updated in ApprovalMax after being reuploaded in Xero and synced

Does ApprovalMax support Xero Budget Checking in the mobile app?

Can I use Budget Checking as a condition in workflows?

Can I use Budget Checking as an additional approval condition in the matrix?

Do Tracking Categories affect how Budget Checking is applied to requests?

Does ApprovalMax support checking budgets against 0 lines?

Does Budget Checking work with requests in a non-default currency?

Is there a Budget Checking report available?

How can I as an Approver use the Budget Checking feature?

How can I change a Tracking Category for an active budget?

How can I detect if particular costs are being allocated to a wrong or unplanned account?

Why don't I see any Budget Checking in my Bills/Purchase Orders?

How to set up a check period for budgets

How to upload a budget file to ApprovalMax

What is possible with Budget Checking

What is out of scope with the Budget Checking feature v2?

What is the Budget Checking feature?

How to set up Budget Checking with gross or net amounts

Who can see Budget Checking in the request?

What are the statuses that are shown for Budget Checking?

Is there a way to hide budgets from the specified Approvers?

Is there a limit on the number of budgets available for checking?

Negative line items in Budget Checking

Possible reasons why you cannot see Budget Checking in your Bills/Purchase Orders

What are budget check periods?

Compare requests against predefined budgets to prevent overspending.

Budget Checking

How to migrate from the Review Function to Editing on Approval

How to restrict Approvers with editing rights during approval

How to split Line Items during Editing on Approval

How can I set up editing rules for Approvers?

What is the Editing on Approval functionality?

How to set up mandatory fields for editing

What can an Approver with editing rights do?

How are editing permissions inherited during the substitution process?

Adjust or correct document details during the approval process.

Editing on Approval

Use Price Checker in ApprovalMax for Xero to detect price deviations in Purchase Orders and Bills.

What is the Price Checker?

Verify item prices against approved rates before approval.

Price Checker

Reports can be scheduled by Account Owners and Administrators in any ApprovalMax for Xero organisation.

How to use the Report Scheduler in ApprovalMax for Xero

How are Xero Batch Payments reflected in reporting?

How are Airwallex Batch Payments reflected in reporting?

How are Contacts reflected in reporting?

How are Batch Payments reflected in reporting?

How to create a Line Item Accrual report and export it to a Manual Journal

How is Bill-to-PO Matching reflected in reporting?

How to set up a report to check both the Bill-to-PO Matching and Purchase Order balance

Is it possible to have the reports scheduled as PDFs rather than in Excel?

Track approvals, spending, and workflow performance with built-in reports.

Reporting