The G2 on ApprovalMax

ApprovalMax Pros and Cons: Top 5 Advantages and Disadvantages

Quick AI Summary Based on G2 Reviews

Generated from real user reviews

Users value the flexibility of ApprovalMax, allowing customized approval workflows for both simple and complex processes. (5 mentions)

Users highlight the streamlined approval process provided by ApprovalMax, enhancing visibility and efficiency in expense management. (4 mentions)

Users praise the automation capabilities of ApprovalMax, simplifying multi-level approvals while enhancing oversight and efficiency. (3 mentions)

Users appreciate the ease of use of ApprovalMax, simplifying business processes and enhancing workflow integration effortlessly. (3 mentions)

Users value the easy integrations of ApprovalMax, enhancing workflow and improving efficiency across various accounting systems. (3 mentions)

Users face challenges with email issues, needing notifications enabled despite the effective Slack integration. (1 mentions)

Users experience integration issues with Slack, needing email notifications still active for bill approval alerts. (1 mentions)

Users find the new capture feature lacking, as it struggles to fully replace their existing tools effectively. (1 mentions)

Users find the OCR issues with ApprovalMax's new capture feature lack maturity compared to existing tools. (1 mentions)

Users find poor notifications problematic, relying on email alerts alongside Slack for bill approvals. (1 mentions)

5 Pros or Advantages of ApprovalMax

1. Flexibility

Users value the flexibility of ApprovalMax, allowing customized approval workflows for both simple and complex processes.

See 5 mentions

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💡L

💡 Brendan L.

Small-Business (50 or fewer emp.)

5.0/5

"Making it easy to manage the approval of your business expenses"

What do you like about ApprovalMax?

ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients. Getting Approv

CS

Cassandra S.

Small-Business (50 or fewer emp.)

5.0/5

"Simplification of Payables Approvals processes within organisations"

What do you like about ApprovalMax?

We have been Xero Partners for a number of years, and have clients with supplier bill and expense approvals processes that range from simple to more c

2. Approval Process

Users highlight the streamlined approval process provided by ApprovalMax, enhancing visibility and efficiency in expense management.

See 4 mentions

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💡L

💡 Brendan L.

Small-Business (50 or fewer emp.)

5.0/5

"Making it easy to manage the approval of your business expenses"

What do you like about ApprovalMax?

ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients. Getting Approv

CS

Cassandra S.

Small-Business (50 or fewer emp.)

5.0/5

"Simplification of Payables Approvals processes within organisations"

What do you like about ApprovalMax?

We have been Xero Partners for a number of years, and have clients with supplier bill and expense approvals processes that range from simple to more c

3. Automation

Users praise the automation capabilities of ApprovalMax, simplifying multi-level approvals while enhancing oversight and efficiency.

See 3 mentions

See Related User Reviews

💡L

💡 Brendan L.

Small-Business (50 or fewer emp.)

5.0/5

"Making it easy to manage the approval of your business expenses"

What do you like about ApprovalMax?

ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients. Getting Approv

CS

Cassandra S.

Small-Business (50 or fewer emp.)

5.0/5

"Simplification of Payables Approvals processes within organisations"

What do you like about ApprovalMax?

We have been Xero Partners for a number of years, and have clients with supplier bill and expense approvals processes that range from simple to more c

4. Ease of Use

Users appreciate the ease of use of ApprovalMax, simplifying business processes and enhancing workflow integration effortlessly.

See 3 mentions

See Related User Reviews

💡L

💡 Brendan L.

Small-Business (50 or fewer emp.)

5.0/5

"Making it easy to manage the approval of your business expenses"

What do you like about ApprovalMax?

ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients. Getting Approv

SH

Stuart H.

Small-Business (50 or fewer emp.)

5.0/5

"Superb for controls and processes"

What do you like about ApprovalMax?

It's easy to use and to scale business processes using approvalMax You can build processes that are as simple or complex as required, and the conn

5. Easy Integrations

Users value the easy integrations of ApprovalMax, enhancing workflow and improving efficiency across various accounting systems.

See 3 mentions

See Related User Reviews

💡L

💡 Brendan L.

Small-Business (50 or fewer emp.)

5.0/5

"Making it easy to manage the approval of your business expenses"

Users find poor notifications problematic, relying on email alerts alongside Slack for bill approvals.

See 1 mentions

See Related User Reviews

💡L

💡 Brendan L.

Small-Business (50 or fewer emp.)

5.0/5

"Making it easy to manage the approval of your business expenses"

What do you dislike about ApprovalMax?

The Slack integration is great for being notified of new bills to approve. But unfortunately you still need to have email notifications turned on. I'm

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Pallekonda S.

Financial Analyst, Tax and Accounting Solutions

Mid-Market (51-1000 emp.)

10/1/2025

"Bill approval made easy"

4.5/5

What do you like best about ApprovalMax?

The ease of use of the software and the amount of info extracted from uploaded bills. Quickbooks and Xero can be easily integrated and implemented with ApprovalMax. It also captures duplicate bills without having to push through to Quickbooks/Xero which is a great asset for businesses with volumes of bills. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Sometimes it doesn't automatically add the approvers for the bills which is annoying and had to redo the upload again. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

edit

Thanks for sharing your thoughts Pallekonda. That behaviour isn’t expected, and our support team would be happy to look into it and resolve it for you. You can reach us here: support.approvalmax.com/portal/en/kb/articles/contact-us

JS

Jon S.

Senior Finance Officer

Small-Business (50 or fewer emp.)

10/6/2025

"Streamlined, efficient approvals"

4.5/5

What do you like best about ApprovalMax?

ApprovalMax has gained our business vast efficiencies when it comes to approving invoices, purchase orders, and other ad-hoc requests. The granularity in the approval matrix means that all requests are automatically routed through the correct channels, and have a full audit trail before they are processed for approval. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

There could be more visibility over the status of feature requests. Users, myself included, have presented great ideas to build on the foundations of ApprovalMax, which often seem to go unanswered Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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We’re so pleased to hear ApprovalMax has brought efficiencies to your approvals and audit trail, Jon. We also appreciate your thoughts on feature request visibility – we track all suggestions carefully and are always looking for ways to share updates more clearly with our community.

FL

Felix L.

Chief operating officer

Small-Business (50 or fewer emp.)

7/15/2025

"Streamlined Month-End Close with Better Expense Control"

5/5

What do you like best about ApprovalMax?

ApprovalMax has been a game changer for our finance team. We’ve significantly accelerated our month-end close process while gaining tighter control over our expenses. The approval workflows are clear, easy to set up, and flexible enough to fit our operations. It’s a reliable solution that adds accountability without slowing us down. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

We might migrate on the "capture" feature, but it's too new right now. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

edit

Felix, this is such great feedback — love that things are moving faster without losing that layer of control. Just to let you know, Capture’s actually been around for over a year now, and hundreds of companies are already enjoying not having to manually enter bills, invoices, POs, and credit notes. Really appreciate you taking the time to share.

DM

David M.

Accounts Payable Manager

Mid-Market (51-1000 emp.)

7/14/2025

"Easy to setup, easy to use"

5/5

What do you like best about ApprovalMax?

We were previously emailing invoices for approval - but ApprovalMax has streamlined this so that invoices go to the right people for review and approval. As a result, we have greater efficiency of invoice processing, as well as a stronger control environment as invoices aren't entered into Xero without explicit approval. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Fields can be edited in Xero after approval, though to some degree this is considered necessary. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

edit

Thanks for taking the time to share your experience David! It’s great to hear how ApprovalMax has helped you move away from email-based approvals and create a smoother, more controlled process with Xero.

AF

Verified User in Financial Services

Mid-Market (51-1000 emp.)

7/24/2025

"ApprovalMax has been a valuable tool in streamlining the approval process."

5/5

What do you like best about ApprovalMax?

Using ApprovalMax has helped us streamline the approval process in real time. With the ApprovalMax Capture feature, requests and invoices are automatically routed and approvers are notified instantly, which speeds up decision-making and reduces delays. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

One small limitation I’ve noticed is that when booking invoices with multiple line items and different account codes, the system sometimes only captures one code instead of all the separate ones. We then need to go in and manually correct it. If this could be improved, the Capture feature would be even more accurate and efficient. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

edit

Thanks for the thoughtful review — we’re so glad ApprovalMax is supporting faster, more visible approvals. We'd appreciate the opportunity to take a closer look at the Capture point you mentioned; here's how you can get in touch with us: support.approvalmax.com/portal/en/kb/articles/contact-us.

AE

Verified User in Environmental Services

Small-Business (50 or fewer emp.)

7/18/2025

"I have excellent experience using Approval Max."

5/5

What do you like best about ApprovalMax?

I could implement my company AP & AR processes via AM & most importantly AM focal, Matt Georges was extremely helpful & reachable each time we needed his assistance & advice. The integration is perfect. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

The notifications can be an overload at times & the sync time is 2 hours of a wait. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

edit

It’s great to hear how you've been able to shape your AP and AR processes using the platform, and we’ll be sure to pass your kind words on to Matt. He’s great at making things easier — we know he’ll really appreciate hearing this. Regarding the sync, you can trigger it manually by clicking the icon (two in from your profile button) on the top right corner, and it will be done in a few minutes.

AI

Verified User in Information Technology and Services

Mid-Market (51-1000 emp.)

9/18/2025

"Great workflows and great support"

4.5/5

What do you like best about ApprovalMax?

ApprovalMax is intuitive and easy to solve issues yourself. The customer support is fantastic. Carmina has been a great support for us to learn more about ApprovalMax. It also integrates with Xero seamlessly. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Nothing to note. Nothing to note. Nothing. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

edit

Big thanks for sharing! Approvals made easy, Xero playing nice, and Carmina in the spotlight – sounds like a win all round.

💡L

💡 Brendan L.

Founder | Managing Director

Small-Business (50 or fewer emp.)

11/4/2024

"Making it easy to manage the approval of your business expenses"

5/5

What do you like best about ApprovalMax?

ApprovalMax has been transformative not only for our own operations but also in the accounts payable services we provide to clients.

Getting ApprovalMax up and running is quick and straightforward. With just a few clicks, it connects to Xero (and also integrates seamlessly with Netsuite, QuickBooks, and CIN7), allowing us to set up customised approval workflows. These workflows can be as simple or as complex as needed, accommodating multi-level approvals with ease.

Once configured, the system takes over, and approvers receive email notifications whenever a bill is awaiting approval. By importing budgets into Xero, approvers can immediately see the budget impact of each approval, a feature I find particularly useful for tracking expenses against budget in real-time.

When a bill is approved, ApprovalMax automatically attaches a full audit trail in Xero, greatly simplifying our interactions with auditors, especially for our not-for-profit clients.

With ApprovalMax, we’ve completely eliminated paper processes and gained oversight into pending approvals, enabling us to close month-end faster and more efficiently.

Whenever I’ve needed support, the ApprovalMax customer service team has been prompt, knowledgeable, and responsive, making the experience even smoother. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

The Slack integration is great for being notified of new bills to approve. But unfortunately you still need to have email notifications turned on. I'm sure they'll fix this soon. Review collected by and hosted on G2.com.

What problems is ApprovalMax solving and how is that benefiting you?

track and manage approvals efficiently but also increased the risk of users confusing genuine requests with potential scams.

With ApprovalMax, all approvals are now centralised within a single platform, offering a secure, structured process for bill approvals. This allows us to offer accounts payable as a service, where we handle the administrative side, while clients retain full control to monitor and review bills. Clients can now easily verify expenses, check for accuracy in coding, and take ownership over the authenticity of each expense. This streamlined approach brings clarity and confidence, both in managing approvals and in protecting against fraud. Review collected by and hosted on G2.com.

Response from Masha Komarova of ApprovalMax

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Thanks Brendan. We're thrilled to hear that ApprovalMax has made such a difference to your business. Your email notifications settings shouldn't affect your Slack integration. You might need to review your 'my profile' settings. If you need assistance, feel free to reach out to our support team - we're happy to help!

AL

Aaron L.

CEO

Mid-Market (51-1000 emp.)

5/7/2025

"Excellent, cost effective app to manage expenses and correct coding for finance teams"

5/5

What do you like best about ApprovalMax?

So flexible to allow whatever workflows you want or need, but tight to enusre nothing happens without following the correct workflow Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Not much to dislike. we use it on every client we can. Review collected by and hosted on G2.com.

Response from Dee Johns of ApprovalMax

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Thank for the glowing review, Aaron — love that ApprovalMax is striking the right balance between flexibility and control for your clients.

CS

Cassandra S.

Director - Laurus Bookkeeping

Small-Business (50 or fewer emp.)

9/18/2024

"Simplification of Payables Approvals processes within organisations"

5/5

What do you like best about ApprovalMax?

We have been Xero Partners for a number of years, and have clients with supplier bill and expense approvals processes that range from simple to more complex, and with potentially more than a single authoriser required. ApprovalMax has helped simplify this approvals process - allows our clients to have visibility of what expenses are being incurred, and ensure the accounting treatment or tracking is correct, prior to it hitting the ledger. With the added bonus of supplier approval protocols in play, we know that fraud mitigations is occuring at all levels within the Accounts Payables Process. Review collected by and hosted on G2.com.

What do you dislike about ApprovalMax?

Not sure its a dislike, but it does make you think more strategically about how you manage expense approvals in your business. To gain the full benefit of AM, you need the team (from the business owner down), to be engaged with the product Review collected by and hosted on G2.com.

Response from Masha Komarova of ApprovalMax

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Thanks for the 5 stars, Cassandra! It's great to hear ApprovalMax has been able to simplify the accounts payable workflows for both you and your clients, whilst providing peace of mind—that's exactly what we aim to do.