Billing & Subscription
Stripe Billing in ApprovalMax
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 ...
How can I increase the allowance of an add-on package?
When we talk about increasing an add-on, we refer to modifying an add-on package to a higher allowance. This is how you increase your add-on package Go to the Subscriptions tab in Billing & Subscriptions: On the Subscriptions page, click on the ...
How to downgrade/cancel an add-on
Overview How to Downgrade an Add-On How to Cancel an Add-On Overview When we talk about downgrading an add-on, we refer to modifying an add-on package to a lower allowance. On the same screen, the Account Owner can also cancel a purchased add-on. How ...
How to cancel my account
Maybe your accounting system has been changed, or you've created an account without intending to. If this is the case, you can easily cancel your account. Here's how it's done: Click on your Avatar and open Billing & Subscriptions: Navigate to the ...
When does the Account Owner/Billing Contact of a party get notified?
Notification Account Owner Billing Contact What triggers the notification? Trial expired A trial Organisation has expired Organisation plan was changed to a free Partner Edition An Organisation on a Partner Account is marked as a free Partner Edition ...
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 ...
Is there a grace period if I have a problem with my payment?
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. Account owner and Billing contact get notified ...
Does ApprovalMax offer billing through the Xero App Store?
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 and whose billing country is either UK, AU or NZ, will be routed ...
Is an OCR tool included in the ApprovalMax subscription plans?
ApprovalMax supports automated invoice upload and data recognition via the ApprovalMax Capture add-on. Another option is using the direct integration with Dext. However, to be able to use this OCR tool, you'll need to purchase an appropriate plan for ...
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 ...
ApprovalMax product walk-through: an 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 but there's no option to add my Organisation to it
There are two reasons why the system doesn't give you the 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 purchased a ...
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 trialled 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 Under Billing & Subscriptions, open the Subscriptions tab and click on ADD A SUBSCRIPTION: ...
Where can the Account Owner find the subscription 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 the annual billing), open the Subscriptions tab on the Billing & Subscriptions page: If you then click on Change plan, you’ll see on the next ...
Can I access the Advanced feature data after the trial ends?
After the trial period ends, the main navigation menu will display all Vendor and Contact approvals in read-only mode. You will still be able to view previously submitted requests with the status Approved, Rejected or Cancelled. On the Workflows ...
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 the All Features trial is 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 section, the ...
How can an Organisation Administrator request the transfer of an Organisation?
An Organisation 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 belong ...
How can an Account Owner transfer Organisations to another account?
An Account Owner can transfer Organisations that belong to their account. An Organisation Administrator who is not the owner of the account that contains these Organisations can request the transfer of such Organisations from the Account Owner. ...
Troubleshooting: the Standard plan can't be selected when trying to start a paid subscription
The reason why you can't select a Standard/Advanced plan during a purchase (while the Premium plan is available) is that your Organisation is not connected to the accounting system (Xero or QuickBooks Online). To establish a connection between your ...
What is the NFP application process for not-for-profits?
ApprovalMax offers eligible not-for-profit organisations like churches, charities, schools, sports associations, etc. a 20% discount for product subscriptions. To qualify for this special discount, your ApprovalMax Organisation needs to be added to a ...
Do I need a new subscription when I want to add new clients?
For active customers with an ApprovalMax subscription, the trial period for new Organisations is limited to 3 days. So, you can add another client Organisation without buying a subscription right away. When you add a new Organisation for your client, ...
Video: How to manage Billing & Subscriptions
ApprovalMax product walk-through: how to manage Billing & Subscriptions https://youtu.be/7tttFa1-dG4
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
Overview When we talk about downgrading a subscription, we refer to modifying the subscription plan to a lower tier or decreasing the permitted number of Organisations within a specific subscription by the Account Owner. On the same screen, the ...
How can I transfer my account?
Account Owners can initiate an account transfer to any user, regardless of whether such users already have an account. The only restriction is that the target user's email address must be in the same domain as the address of the user who is ...
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 on the left 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 right-hand corner and ...
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 changed. This is how you change your 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?
How taxes are collected Customers in Argentina Customers in New Zealand Australian GST on remote services VAT in the European Union How taxes are collected ApprovalMax utilises 3rd-party services for the subscription billing: Stripe and 2Checkout ...
Can I pay for my subscription annually, or only 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 customers in EU we offer: SEPA Direct Debit Visa Mastercard American Express ...
Are there volume discounts available?
Yes, if a customer operates across multiple entities, ApprovalMax provides exclusive deals. As ApprovalMax is licensed on a per-Organisation basis (for details please refer to How ApprovalMax is licensed), the volume discount depends on the number of ...
Which subscription plan is the right one for me?
Each ApprovalMax product - ApprovalMax for Xero and ApprovalMax for QuickBooks Online - comes in three plans (Standard, Advanced, Premium) that differ regarding the available features. The best option depends on your needs: If you want to use only ...
Where can I find the details of the ApprovalMax licencing?
ApprovalMax is licensed per Organisation for any number of users, requests, and workflows. If you want to use ApprovalMax in connection with your accounting software, please note that each ApprovalMax Organisation corresponds to one particular ...