How approvers work
How can I add a comment by replying to the notification email?
Depending on your profile settings, you might receive notifications on new requests/comments - if you have enabled this kind of notifications. You can reply to such notifications and have the option to approve/reject/comment the respective request. ...
Why do Approvers not receive notification emails?
If Approvers don't receive approval notifications, the reason might be that this feature has been switched off in "My profile". Users can check their profile settings themselves. This is how you switch on notifications: Click on your Avatar in the ...
Is it possible to receive approval notifications in batches instead of individual emails for each request?
Yes, absolutely. ApprovalMax sends out two types of email notifications (instantly and daily): New requests (instantly) Comments (instantly) Other notifications (Auto-approvals/Auto-rejections, Forced decisions, change of Approvers, etc.) ...
Does ApprovalMax support batch approval?
Yes, ApprovalMax supports Xero Batch payment approvals. This feature is available in beta, please contact support if you're interested in giving it a try. Please learn more how does Batch Payment approval work here.
Can Approvers see all historical data?
Yes, Approvers can see all historical data. However, they are only able to change any of the settings if the Auditor role has been assigned to them.
Approver Guide
Approver Guide is available on our website, please follow this link to find it : ApprovalMax – Approver Guide
How can I find a particular request?
When looking for a particular request you can use the search function in the top right-hand corner. The search function is available in all list views for requests and in your "Requires my decision" view. You can search all your organisations and ...
How can I change Approvers for a particular request on the fly?
Who can change Approvers on the fly: It is possible to change the Approvers for particular requests without having to modify the whole approval workflow every time. Administrators, Approvers and Requesters of an Organisation have different privileges ...
I'm going on holiday. How can I set up Out of Office and delegate my approvals?
When going on holiday, or being on sick leave for instance, you can activate Out of Office. The person you specify here will be your Delegate and take care of requests submitted for your approval while you're unavailable. Please note: It is not ...
Side-by-side approvals
Side-by-side approval is a very handy feature in ApprovalMax, which allows opening a request and its attachment side-by-side: you'll see both the attachment and the request at the same time. Just click on the attachment in the request at hand: ...
What is the maximum file size and how many files can be attached to a comment?
Here are the basic rules for attaching documents in the comment section of a request: File extensions: any - except .exe, .com, .iso, .dex, .crx, .dmg, .ps1, .msi, .cmd, .bat Max. file size: 10 MB Max. number of files: 10 Please note: All files will ...
Is it possible to see the original invoice/receipt during the approval process?
Approvers often want to see the original invoice/receipt before they approve its digital version in ApprovalMax. If the original document has been uploaded as an attachment to Xero or ApprovalMax during Bill creation, or was created in Receipt Bank ...
How can Approvers and Requesters collaborate?
It is very easy and convenient for Approvers and Requesters of an approval request to collaborate in ApprovalMax. All people involved are being notified immediately and the discussion history will be logged for future reference. There are several ...
How can I split lines?
ApprovalMax allows you to split your Bill line items (if you are set up as a Bill Reviewer in a Bill approval workflow). This is how you can split lines: On the requests page, locate the Bill for which you need to split the quantity and hover over ...
How can I overwrite a decision (force an approval or rejection)?
As the Administrator of an Organisation you can use the option of forcing an approval or rejection for any open approval request. There are two things to keep in mind when thinking about forcing a decision: You must be an Administrator for the ...
Why can't I approve from the email notification?
There are several possible reasons why the approval from your email notification does not work: If you click on the Approve button and see a window with the message "Updated", it means that the request was updated after the notification had been ...
How can I revoke my decision?
If Approver has approved a request by mistake or has changed their mind, it is possible to revoke their decision in ApprovalMax if it was not a final approval. To revoke your decision, open a request and click on "REVOKE": Optionally, in the pop-up ...
How can I switch off email notifications?
ApprovalMax sends out two types of email notifications (instantly and daily): New requests (instantly) Comments (instantly) Other notifications (Auto-approvals/Auto-rejections, Forced decisions, change of Approvers, etc.) (instantly) Summary of ...
What happens if I miss an approval deadline?
A missed approval deadline is not a locking factor. However, to avoid elapsed deadlines, Approvers are sent a reminder message both 24 hours prior to and on the actual deadline. If a deadline is still not met, the respective request will be marked as ...
How can I check if a Purchase Order has been sent to the supplier?
Select the respective Purchase Order in the list of requests and scroll down to the bottom of this PO. Provided that your Organisation is integrated with Xero and the checkbox "Email to supplier" was ticked (manually by PO requester or automatically) ...
How can Approvers make their decision?
There are several ways to approve/reject a request: Click on the “Approve” or “Reject” button in the notification email. Reply to the notification email starting with the word “Approved”/"Approve" or “Rejected”/ "Reject". Tap on the "Approve" or ...
How are Approvers notified?
There are two notification types for new approval requests: email notifications, providing the Approve/Reject buttons (you'll need to log into ApprovalMax only once; afterwards, the approval/rejection of Bills will be possible without having to log ...
Popular Articles
The new navigation menu
On 22 September, ApprovalMax will activate the new in-product navigation for all users. The old navigation will be switched off with no option to access it. Benefits of the new navigation: You can easily switch between Organisations using a drop-down ...
Support Policy
Within the trial or subscription period feel free to contact us and our Customer Support team will be happy to help you. When signing up for an ApprovalMax Trial, Standard or Advanced plan subscription, you automatically get access to our Basic ...
Roles in ApprovalMax (Xero)
There are two types of roles in ApprovalMax: Organisation-based roles and Request-based roles. A user in ApprovalMax can have one Organisation-based role and at the same time be assigned to several Request-based roles. In this case, the authorities ...
How often is data synced with Xero?
Pulling new documents and pushing back approval decisions ApprovalMax pulls new Bills/Invoices/Purchase Orders every 1 hour during a day. However, due to Xero API limitations, it’s not possible to get them right after they’ve been created. You can ...
Which subscription plan is the right one for me?
Each ApprovalMax product (ApprovalMax for Xero and ApprovalMax for QuickBooks Online) has three plans (Standard, Advanced, Premium) that differ regarding the available features. ...