How approvers work
How can I restrict Approvers from changing Approvers on the fly?
If you want to restrict Approvers from changing or adding Approvers in requests, please contact the Customer Support team. We will then enable a special feature for your Organisation, which prevents that Approvers can make such changes. There are two ...
Do Approvers need access the connected accounting platform for approving?
No, Approvers who authorise requests don't need access to Xero, QuickBooks Online, or NetSuite in order to approve requests in ApprovalMax — this is one of the core benefits of ApprovalMax.
Configuring parallel and sequential approvals
How to set up parallel approvals Parallel approvals have multiple Approvers assigned to the same step, approval can be required from any or all of them. To set up a parallel approval: In ApprovalMax, go to Workflows and settings and open the workflow ...
What happens after an approval or rejection
Overview Xero QuickBooks Online NetSuite Overview In ApprovalMax, once a request is fully approved or rejected, its status is updated accordingly and the document is either passed on to your accounting platform or retained in ApprovalMax - depending ...
What happens when a Default Approver approves a request
Overview Effect of Default Approver's approval Overview The Default Approver is a user defined at an approval step to handle cases where no Approver is assigned based on the rules set in the approval matrix. This article applies to: Xero users ...
How to add alternative rules in the approval matrix
You can set up alternative rules to choose an Approver based on multiple conditions. This means the Approver will be notified if any of the criteria are met. Alternative rules are helpful for handling exceptions or for Approvers working with ...
How to set up an approval matrix
Accessing the approval matrix and adding Approvers In the main menu, select your Organisation. Go to Approval workflows under Workflows and settings: Open the relevant approval workflow, or create a new one. Navigate to the step and click on the icon ...
Video: How to approve from the email notification
ApprovalMax product walk-through: how to approve from the email notification https://youtu.be/Eoe2k0OGN5o?si=s7TGdA6rFTcKLV6T
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: Go to your avatar in the top ...
Get approval notifications in batches, not individual ones
Yes, it's possible to receive approval notifications in batches instead of individual ones for each request. ApprovalMax sends out two types of email notifications – instantly and daily: New requests (instantly) Comments (instantly) Other ...
Does ApprovalMax support batch approval?
ApprovalMax does not support bulk approvals of unrelated documents, meaning you can’t select multiple Bills, Purchase Orders or other requests and approve them all in one go. Each document must be reviewed and approved individually according to its ...
How can I change Approvers for a particular request on the fly?
Who can change Approvers on the fly Approvers for particular requests can be changed without having to modify the whole approval workflow every time. Administrators, Approvers and Requesters of an Organisation have different privileges in terms of ...
I'm going on holiday. How can I set up Out of Office and a Substitute for my approvals?
When going on holiday or being on sick leave, for instance, you can activate Out of Office and set a start date for it. The Substitute you specify there will handle requests submitted for your approval while you're away to ensure a smooth workflow ...
How can I view a request and its attachments side by side?
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: You ...
What is the maximum file size and how many files can be attached to a comment?
Below are the supported file extensions, size and number of files that can be attached in the comment section of a request: File extensions: .bmp, .numbers, .rtf, .csv, .odf, .rtf, .text, .doc, .ods, .tif, .docx, .odt, .tiff, .eml, .pages, .txt, ...
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 Dext through ...
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 overwrite a decision (force an approval or rejection)?
As the Organisation Administrator you can use the option of forcing an approval or rejection for any open approval request. Please note: Selecting "Force Approval" finalises the request and sends it to the GL. This action cannot be reversed. There ...
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 ...
Can I revoke my decision if it is not the final approval?
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 open ...
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 Purchase Order from the request list and scroll down to the bottom to see its details. If your Organisation is integrated with Xero and the checkbox for "Email to the Supplier" was activated (manually by the Purchase Order Requester, or ...
How can Approvers make their decision?
There are several ways to approve/reject a request: Use buttons in the email notification: Click on the “Approve” or “Reject” button in the notification email. Reply to the notification email starting with the word “Approved”/"Approve" or “Rejected”/ ...
How do Approvers get notified about new approval requests?
There are two notification types for new approval requests: Email notifications, which provide 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 ...
Setting up a Default Approver
When a new value, such as Vendor, Inventory Item, Account or custom field, is added to your system, it may not be reflected straight away in the approval matrix for a particular step. As a result, a request could go unmatched and be automatically ...