How to upload Xero budgets to ApprovalMax

How to upload Xero budgets to ApprovalMax

The new version of our Budget Checking feature is already available, you can try it as part of the All Features trial as well as in Advanced and Premium plans. 

Once the All Features trial has been turned on for your Organisation, you can test how it works:
  1. Prepare a budget in Xero (Accounting > Reports > Budget Manager).
    During the budget creation in Xero, you'll be prompted to select Tracking Categories in order to prepare the new budget for specific tracking options:


  2. Export the new budget to a CSV file:


  3. In the ApprovalMax main menu, select your Organisation and go to the Budget Checking section:



  4.  Here, you can upload CSV files:


  5. In the Upload Budget pop-up window, enter a name for the budget, select the tracking options and specify the budget check period. Then click on UPLOAD FILE to upload the budget from Xero:


    Please note: ApprovalMax offers a 60-month (5 years) budget check period for manually uploaded budgets. This enables enhanced long-range planning capabilities for industries like construction.

  6. When the file upload is complete, click on ADD BUDGET.
  7. By clicking on the  icon next to the budget you can:
    1. Deactivate the budget
    2. Change the budget check period (budget settings)
    3. Reupload the budget
    4. Download the budget as a CSV file
    5. Remove the budget



  1. When you now submit a Bill or Purchase Order for approval, you'll see how this Bill/Purchase Order will affect the specified budget – taking into account the current spending to date:



Please note: ApprovalMax currently does not check budgets against lines with 0 amount.




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