ApprovalMax
By ApprovalMax
ApprovalMax typical implementation process:
Account Creation and Platform Setup: Register for ApprovalMax and set up the company account; choose the necessary subscription level and connect to your existing accounting system (such as Xero, QuickBooks Online, or NetSuite).
User and Role Configuration: Define user roles, assign permissions, and invite team members, including approvers, reviewers, and observers, to the platform.
Workflow Customization: Configure multi-level approval workflows for purchase orders, bills, sales quotes, invoices, and payments, tailoring approval rules to match internal financial policies.
Integration and Data Sync: Integrate ApprovalMax with your accounting and document management systems, ensuring seamless data exchange and real-time updates.
Testing and Training: Run test transactions (POs, bills, invoices) to ensure workflows function as intended; provide guidance or training for users on approvals and notifications.
ApprovalMax offers robust customization capabilities, enabling businesses to tailor the platform closely to their unique financial processes and control requirements.
The approval workflows are fully customizable, allowing organizations to set up multi-level, multi-role approval chains for purchase orders, bills, sales quotes, invoices, and payments in line with their internal policies and audit needs. Approval rules can be set up with conditions based on transaction amount, supplier, department, cost center, or project—ensuring precise routing and compliance regardless of organizational complexity. User management is highly granular, supporting differentiated roles like approver, reviewer, observer, and unlimited workflow steps, so teams of any size and structure can be accommodated.
The system also supports the customization of notifications, batch approvals, document attachments, and integration depth, meaning notifications and process steps reflect how teams actually work. ApprovalMax can be integrated natively with leading accounting software (Xero, QuickBooks Online, NetSuite) and connected with document management and payment systems, enabling seamless workflow handoffs within broader finance tech stacks.
ApprovalMax offers comprehensive training and support options for new users, including structured live training sessions, extensive online resources, and responsive customer support services.
ApprovalMax also delivers free webinars where industry experts present feature walkthroughs and best practices, along with over 70 detailed "how-to" videos covering every aspect of core platform functionality—from connecting to accounting systems to customizing approval workflows and managing users.
ApprovalMax employs a set of security measures to protect user data, including technical, organizational, and policy-based controls that align with leading international standards.
ApprovalMax is certified to ISO 27001:2022, the leading international standard for information security management. The platform is also fully GDPR compliant, ensuring that personal and financial data is processed and stored in accordance with strict European data privacy regulations. For EU-based clients, all data is hosted in EU-based Microsoft Azure cloud centers, guaranteeing no cross-border data transfer.
Data in transit is encrypted using TLS 1.2 or above, while all data at rest—including passwords—is protected with strong encryption protocols.
Access controls are enforced, including role-based access and policies to ensure that only authorized personnel can manage or access sensitive data.
All backups are encrypted and regularly tested to guarantee swift data recovery in the event of an incident.
Two-factor authentication (2FA), using TOTP, is available to all users and required for certain integrations (e.g., Xero-connected organizations), significantly reducing the risk of account takeover.
ApprovalMax supports Single Sign-On (SSO) with major providers (Xero, Intuit, Google, Microsoft), adding another layer of credential security.
Sessions automatically expire after 15 minutes of inactivity, and users are logged out to limit unauthorized access.
The network is segmented into multiple security zones, protected by firewalls, bastion hosts, VPNs, and network access control lists with no public IPs assigned directly to critical infrastructure.
Regular third-party penetration tests and automated security scans are conducted to identify and remediate vulnerabilities.
ApprovalMax releases updates and product enhancements multiple times per quarter, resulting in a fast-paced and transparent update cycle. In 2024, for instance, the platform delivered nearly 50 updates, averaging almost one per week and often focusing on new feature rollouts, interface improvements, workflow automations, and security enhancements.
ApprovalMax’s policy ensures that customers retain full ownership of all data they enter or generate within the platform, with specific provisions supporting GDPR rights and structured processes for data access and export.
ApprovalMax offers flexible terms that make it straightforward for organizations to scale their subscription up or down according to changing needs, with seamless upgrade, downgrade, and transfer options managed through a self-service billing portal.
ApprovalMax contracts renew automatically unless proactively cancelled, with specific requirements for timely notice, and clearly defined consequences regarding access, data retention, and refunds.
Annual subscriptions renew automatically for another 12 months at the end of each term unless written notice is given at least 14 days before the renewal date.
Monthly subscriptions renew automatically each month (on the billing date) unless cancelled at least 14 days before the end of the current cycle.
Renewal and billing are managed through the Subscriptions section in the ApprovalMax interface and are processed using third-party payment providers.
Written notice (usually via the account portal) is required at least 14 days before the end of the Initial or any Renewal Period to prevent automatic renewal.
Cancelling a subscription (not the entire account) means all organisations under that subscription are retired and switched to read-only mode for up to one year, allowing continued access to historical data but disabling active features.
Cancelling the account (not just a subscription) causes all organisations to be deleted, removing all access and history.
For accounts connected via the Xero App Store, cancellation must be managed via Xero rather than directly in ApprovalMax.
ApprovalMax does not offer refunds for unused portions of a subscription or for cancellations prior to the end of a contracted period, except where legally required.
Upgrades are charged on a pro-rata basis for the remainder of the billing cycle, but cancellations do not trigger refunds.
After cancellation of a subscription, all data remains accessible in read-only mode for one year, after which it may be permanently deleted.
Users are advised to export any data they require before this deadline.
ApprovalMax software meets several international compliance standards, focusing on data security, privacy, and financial industry requirements.
ISO 27001:2022 Certified: ApprovalMax holds ISO 27001:2022 certification, a globally recognized standard for information security management. This demonstrates robust controls for risk management, data protection, and ongoing security audits.
GDPR Compliant: ApprovalMax adheres to the European Union’s General Data Protection Regulation (GDPR), supporting full data subject rights, cross-border transfer controls, and Data Processing Agreements for EU and UK organizations.
