ApprovalMax pricing in USD starts at $50 a month per organization for the Standard plan billed yearly, or $60 billed monthly, for up to 100 documents a month with unlimited approvers. Advanced is $82.50 a month billed yearly ($99 monthly) and Premium is $111.66 ($134 monthly). At 300 documents a month the three plans are $86.66, $132.50 and $170 billed yearly. Prices were read from the price table ApprovalMax's own pricing page loads, on October 6, 2026, and the same USD table appears on its Xero and QuickBooks Online pages.
Most pages ranking for this search are software directories, and several still show older or mixed-currency figures. ApprovalMax does not print the numbers in the page text either: you pick a plan size, a billing period and a currency, and the price appears. So the useful thing is to see the whole grid at once, then price it for a real company and compare it with what Xero, QuickBooks and an expense tool charge for the same sign-off.
ApprovalMax pricing at a glance
| Plan and size | Billed yearly, per month | Billed monthly | A year, billed yearly |
|---|---|---|---|
| Standard, up to 100 documents | $50.00 | $60 | $600 |
| Standard, up to 300 documents | $86.66 | $104 | $1,040 |
| Standard, up to 500 documents | $127.50 | $153 | $1,530 |
| Advanced, up to 100 documents | $82.50 | $99 | $990 |
| Advanced, up to 300 documents | $132.50 | $159 | $1,590 |
| Advanced, up to 500 documents | $190.83 | $229 | $2,290 |
| Premium, up to 100 documents | $111.66 | $134 | $1,340 |
| Premium, up to 300 documents | $170.00 | $204 | $2,040 |
| Premium, up to 500 documents | $243.33 | $292 | $2,920 |
All prices are per accounting organization, exclude tax and include unlimited approvers and unlimited requests. A per-document overage applies above each size, volume discounts are offered for several organizations, and not-for-profits can apply for 20 percent off. ApprovalMax for NetSuite is quoted separately and prints no price.
How much does ApprovalMax cost per month?
For a typical small US business processing under 100 bills and purchase orders a month, ApprovalMax costs $50 a month on Standard if you pay for the year up front, or $60 a month if you pay monthly. Paying yearly saves about 17 percent on every plan. The first jump in price comes from document volume, not from people: going from 100 to 300 documents a month adds $36.66 a month on Standard billed yearly.
That pricing model matters more than the headline number. ApprovalMax charges per organization, so a company with ten managers who approve pays the same as a company with two. If you run several Xero or QuickBooks Online files, for example one per entity, each one is a separate organization and is priced again, with a volume discount you have to ask for.
What is the difference between ApprovalMax Standard, Advanced and Premium?
Standard covers the core job: multi-step approval workflows for bills, purchase orders, credit notes and sales invoices, with an automatic audit trail, fraud detection, reporting and ApprovalMax Capture, which reads supplier documents and is listed as included in all plans. On QuickBooks Online the Standard list also includes expenses.
Advanced adds auto-approvals for requests that meet set conditions, bill-to-PO matching, budget checking, manual journal approvals, review steps where an approver can edit a request, and version history for requests and workflows. Premium adds standalone workflows for things outside your ledger such as contracts, capital expenditure, quotes and reimbursements, plus the public API, phone support and batch payment preparation, where approved bills are grouped and the batch payment file is generated in Xero or QuickBooks.
| Feature | Standard | Advanced | Premium |
|---|---|---|---|
| Bills, POs, credit notes, sales invoices | Yes | Yes | Yes |
| Unlimited approvers | Yes | Yes | Yes |
| Audit trail and fraud detection | Yes | Yes | Yes |
| Auto-approvals | No | Yes | Yes |
| Bill-to-PO matching and budget checking | No | Yes | Yes |
| Manual journal approvals | No | Yes | Yes |
| Standalone workflows (contracts, CapEx, reimbursements) | No | No | Yes |
| Batch payment preparation | No | No | Yes |
| Public API and phone support | No | No | Yes |
Is ApprovalMax priced per user?
No. ApprovalMax is priced per organization by monthly document volume, with unlimited users and approvers on every plan. The three sizes are up to 100, 300 and 500 documents a month. That makes it cheap for a company where many people approve a modest number of bills, and more expensive for a company that pushes a high volume of small documents through approval.
ApprovalMax pricing for a ten-person company
Take a US company on Xero Growing or QuickBooks Online Plus with ten people, one person entering bills, three managers who approve, and about 80 bills and purchase orders a month. Here is what each route to a sign-off costs for a year, at list price.
| Option | A year | What it approves | Approval steps |
|---|---|---|---|
| Xero on its own (Growing) | $0 extra | Bills in Awaiting Approval | One, by anyone allowed to approve purchases |
| QuickBooks Bill Pay Elite on Plus | $540 | Bills and payment release | Up to 5 layers |
| ApprovalMax Standard, yearly | $600 | Bills, POs, credit notes, sales invoices | Multi-step, unlimited approvers |
| ApprovalMax Advanced, yearly | $990 | Standard plus journals and PO matching | Multi-step plus auto-approvals |
| Expenditure Growth, 4 seats | $1,008 | Receipts, vendor invoices, card and bank statement lines | One |
| Expenditure Scale, 5 seats | $1,980 | Same, plus multi-entity and audit log | Up to three, each a different approver |
Bill Pay Elite is $45 a month, read on quickbooks.intuit.com on October 5, 2026, and is included in QuickBooks Online Advanced. Xero has one approval step on bills and offers expense claims only on Established at $97 a month. Expenditure is $21 per seat a month on Growth and $33 on Scale, billed yearly, with a three-seat minimum on Growth and five on Scale.
If bills and purchase orders are where your approvals happen, ApprovalMax Standard is the better buy here and we would say so to a customer. On QuickBooks Online Plus, Bill Pay Elite is cheaper still for bills alone, which we cover in our piece on QuickBooks Online Plus vs Advanced pricing.
Is ApprovalMax worth it?
ApprovalMax is worth it when three things are true: most of your spend arrives as supplier bills or starts as a purchase order, more than one person has to sign off on larger amounts, and you want the approved document written straight into Xero or QuickBooks Online with its audit trail. For that job, $600 to $990 a year is modest next to one duplicate payment or one unauthorized order.
It is a weaker fit when the spend that worries you is on company cards and in employee receipts. On Xero, expenses and reimbursements are only covered by standalone workflows on Premium, the most expensive plan, and a standalone workflow does not read the receipt, code it or check it against the card statement. If the approvals you mostly need are for contracts rather than bills, a dedicated contract management tool tracks renewal and notice dates that an approval workflow does not.
Where Expenditure fits next to ApprovalMax
Expenditure approves the spend that never becomes a bill. You upload receipts and vendor invoices and import each card or bank statement as CSV, OFX or QFX. Every item is read at line level, coded to your chart of accounts, checked against earlier items for duplicates and routed for approval when it is over a threshold for a vendor, an account code or all spend. The coded lines then go to Xero as a precoded statement file or to QuickBooks Online as a CSV, with no live sync. It never moves or holds money and does not create bills.
Plenty of companies will run both: ApprovalMax for bills and POs, Expenditure for card spend and receipts. If you are on Xero and want to see that split priced side by side, our Xero approval workflow software page has the full table. QuickBooks companies can compare the same options on our QuickBooks bill approval workflow page, and the wider category is on our invoice approval software page. Our own plans are on the pricing page.
Frequently asked questions
Does ApprovalMax have a free trial?
Yes. ApprovalMax offers a 14-day free trial with no credit card required, and you can use the features of every plan during the trial. Pick the plan afterwards based on the document volume you actually saw in those two weeks, since volume drives the price more than the plan name does.
Is ApprovalMax Capture included?
Yes. ApprovalMax's pricing page lists ApprovalMax Capture, its document data capture, as included in all plans. The same page also shows Capture volume tiers from 25 to 10,000 processed documents a month, so ask how many captured documents your plan covers if Capture is a reason you are choosing the product.
Does ApprovalMax offer a nonprofit discount?
Yes. Not-for-profits can apply for a 20 percent discount on ApprovalMax. On Standard billed yearly at 100 documents a month that brings the price from $600 to about $480 a year per organization.
Does ApprovalMax work with NetSuite?
Yes, but NetSuite pricing is not published. ApprovalMax lists NetSuite as a third integration next to Xero and QuickBooks Online and asks you to contact sales for a price. The USD figures in this article apply to Xero and QuickBooks Online only.