Billing & Subscription
What's the next step after purchasing a subscription?
To use your ApprovalMax Organisation after trial expiration, you need to add it to a paid subscription. You can do this while purchasing a subscription, or later. Please note: if you purchase a subscription/add an Organisation to a subscription after ...
How can I add an Organisation to a subscription?
You can add an Organisation to a subscription during the subscription purchase. If you already have a subscription with a space for the new Organisation, just add it to this plan: In the ApprovalMax product interface, click on Billing & Subscriptions ...
How long is the grace period?
If you encounter difficulties with a payment, there is a two-week grace period after the due date during which you can settle your ApprovalMax invoice without any negative impact on your subscription. However, if no payment is received by the end of ...
Xero App Store purchase
As one of the purchasing options, ApprovalMax offers billing through the Xero App Store. This means: referral customers, i.e. those who signed up via Xero SSU on the Xero Marketplace (https://apps.xero.com/uk/app/approvalmax) and whose billing ...
Is an OCR tool included in the ApprovalMax subscription plans?
ApprovalMax supports the integration with Dext. However, to be able to use the OCR tool, you'll need to purchase an appropriate plan for Dext: Dext Prepare Pricing | Dext US
How can I transfer my subscription?
Account Owners can initiate a subscription transfer to any user (irrespective of that user holding an account or not). A subscription transfer also transfers all Organisations under that subscription. Please note: a transfer cannot be done from a ...
Video: Advanced plan overview
ApprovalMax product walk-through: ApprovalMax Advanced plan overview https://www.youtube.com/watch?v=ABbCRs--fmo
Troubleshooting: I've bought a subscription, why don't I see an option to add my Organisation to this subscription?
There are several reasons for why the system doesn't give you an option to select your subscription when trying to add an Organisation to it: The subscription you bought is not for the correct product (you have a Xero-connected Organisation but ...
Can an email address used for the registration be deleted in ApprovalMax?
It is possible to offboard a user from an Organisation. However, it's not possible to fully delete a user profile in ApprovalMax.
How can I upgrade one or several of my Organisations to the Advanced/Premium plan?
If you have tried our Advanced/Premium plan and decided to keep using it with some of your Organisations, you need to do the following: Buy a new subscription. Open under Billing & Subscriptions the Subscriptions tab and click on "ADD A ...
Where can I find my invoices?
An Account Owner can download invoices on the Billing & Subscriptions page, under the Subscriptions tab: Besides, invoices are sent to the billing email address specified by the Account Owner in the billing address section.
How to upgrade your subscription
If you want to upgrade your subscription (change the plan, increase the number of Organisations, switch to yearly billing), open the Subscriptions tab on the Billing & Subscriptions page: If you then click on Change The Plan, you’ll see on the next ...
Stripe Billing for UK and ZA customers
We recently introduced some changes to the billing methods. When new or existing customers buy a new subscription/upgrade a subscription, they will now get billed by our new payment provider, Stripe. Depending on the billing country, which is ...
Stripe Billing for EU, AU, NZ customers
We recently introduced some changes to the billing methods. When new or existing customers buy a new subscription/upgrade a subscription, they will now get billed by our new payment provider, Stripe. Depending on the billing country, which is ...
When will an Organisation's Administrator/Account Owner get notified about the Advanced features trial?
An Organisation’s Administrator is sent the following messages: The trial period of the Advanced and Premium features has started The trial period of the Advanced and Premium features will end in XX days: (10, 5, 1 days) The trial period of the ...
Can I access the data of the Advanced features after my trial has ended if I decide not to upgrade my plan?
Once the trial period has ended, the main navigation menu keeps all Vendor/Contact approvals in read-only mode. You can access previously created requests that have the status Approved / Rejected / Cancelled. On the Workflows page, all Advanced ...
Can I try All features of the Advanced plan only for one of the Organisations covered by my subscription?
The trial period for All features is linked to exactly one Organisation under your subscription (i.e. if your subscription contains 5 Organisations, you can start an All features trial period only for one of these Organisations and this trial period ...
How do I know if the trial of All features has ended?
Once the All features trial is over for an Organisation, ApprovalMax will send an automated email to all Administrators of this Organisation reminding them that the All features trial has expired. For those Administrators who are also the Account ...
How do I know that All features are now available for my Organisation?
When All features are activated for an Organisation, we send an automated email to all Administrators of this Organisation telling them that All features have been enabled by a particular user. In the Billing & Subscriptions area, the status field ...
Can I try selected features from the Advanced/Premium plan when I'm on a paid Standard plan?
No, this is not possible. Every All feature gets switched on, we do not provide per-feature trials.
Can I try features from the Advanced/Premium plan when I'm on a paid Standard plan?
Yes, this is possible. All Administrators of Organisations under non-Partner subscriptions on a paid Standard plan can try All features for a free 14-day trial period. To start a free 14-day trial period, click on the “TRY NOW” button in the main ...
How can an Organisation's Administrator request the transfer of an Organisation?
An Organisation's Administrator, who is not the owner of the account that contains these Organisations, can request the transfer of such Organisations from the Account Owner. Besides, an Account Owner can start the transfer of Organisations that ...
How can an Account Owner transfer Organisations to another account?
An Account Owner can start the transfer of Organisations that belong to their account. Besides, an Organisation's Administrator who is not the owner of the account that contains these Organisations can request the transfer of such Organisations from ...
Troubleshooting: Why can I not select a Standard plan while trying to start a paid subscription?
The reason you can't select a Standard/Advanced plan during a purchase (while Premium plan is available) is that your Organisation is not connected to the accounting system (Xero or QuickBooks Online). So, do open the Organisation page and connect ...
The NFP application process
ApprovalMax offers a 20% discount to qualified not-for-profit organisations like churches, charities, schools, sports associations and others. To request the NFP status for your Organisation, log into your ApprovalMax account and click on your ...
Do I have to purchase a subscription when I want to add a new client?
You can add another client Organisation even without buying a subscription right away because you have a 3-day* free trial. So, when you add your client's Organisation, you have 3 days to work on the workflows, and make sure that everything is set up ...
Video: How to manage Billing & Subscriptions
ApprovalMax product walk-through: how to manage Billing & Subscriptions https://www.youtube.com/watch?v=BEB64CuIGbc
How can I start a paid subscription?
If you are using a free ApprovalMax trial and want to continue working with your ApprovalMax Organisation, you need to start a paid subscription. This is how you start a paid subscription: To start a paid subscription, please click on "MANAGE" in the ...
How can I offboard an Organisation?
Organisation retirement As time goes by, it might be required to offboard particular Organisations while keeping others live in ApprovalMax. For this purpose, ApprovalMax allows the retirement of Organisations. A retired Organisation will be moved ...
How to downgrade/cancel a subscription
By downgrading a subscription we mean changing the subscription plan to a lower one, or reducing the number of allowed Organisations under a particular subscription. Besides, from the same screen, you have the option to cancel your subscription or ...
How can I transfer my account?
Account Owners can initiate an account transfer to any user (irrespective of that user holding an account or not). An account transfer also transfers all subscriptions and all Organisations under that account. A transfer of account might be required ...
How can I transfer an Organisation to another subscription?
Organisations can be moved between subscriptions as long as the subscriptions are compatible. This means, for example, that an Organisation with stand-alone workflows can only be transferred to a subscription under a Premium plan but not to a ...
How can I onboard a new Organisation?
First, create a new Organisation: Navigate to the main menu in the upper left-hand corner and click on "+ Add an Organisation" in the Organisation selection section: Or, alternatively, if you have an account, click on your Avatar icon in the top ...
How can I change the payment method?
Your payment method needs to be updated if there is a problem with the current one or, for example, if your credit card details have been changed. This is how you change the payment method: In the ApprovalMax product interface, click on "Billing & ...
How can I change a billing address?
Billing details don’t have to be the same as the account owner’s details, and can be different for each ApprovalMax subscription. This is how you change a billing address: In the ApprovalMax product interface, click on "Billing & Subscriptions" under ...
Can I have multiple subscriptions?
It's possible to have any number of subscriptions under the same ApprovalMax account. Each subscription is independent in terms of: Number of Organisations Billing cycle and related invoices Payment method ApprovalMax plan and other details ...
Will I be charged GST / VAT / Consumption Tax?
ApprovalMax utilizes a 3rd party services for the subscription billing. Our service providers are Stripe and 2Checkout (https://www.2checkout.com/). For customers in EU, AU, NZ regions ApprovalMax Germany will be handling tax for the purchases. For ...
Can I pay yearly/monthly?
You can pay for your ApprovalMax subscription either annually or monthly. Paying annually saves 17% compared to 12 monthly payments. Just make sure to select the Annual billing cycle when buying a new subscription and the discount will be applied ...
What payment methods are available?
We offer the following payment methods for purchasing a subscription powered by Stripe: For customers in UK we offer: Bacs Direct Debit Visa Mastercard American express For customer in EU we offer: SEPA Direct Debit Visa Mastercard American Express ...
Are there volume discounts available?
Yes, ApprovalMax does offer volume-based discounts, which is good news for multi-entity organisations implementing ApprovalMax. Since ApprovalMax is licensed on a per-Organisation basis (for details please refer to How ApprovalMax is licensed), the ...
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