How much does ApprovalMax cost?
The figures below come from the ApprovalMax pricing pages for Xero and for QuickBooks Online, read in USD in October 2026. Both pages use the same price list. Each tier comes in three sizes based on approved documents per month, with unlimited approvers on every size.
| Plan | Small, up to 100 documents | Medium, up to 300 documents | Large, up to 500 documents |
|---|---|---|---|
| Standard, billed yearly | 50 USD a month (600 USD a year) | 86.66 USD a month (1 040 USD a year) | 127.50 USD a month (1 530 USD a year) |
| Standard, billed monthly | 60 USD | 104 USD | 153 USD |
| Advanced, billed yearly | 82.50 USD a month (990 USD a year) | 132.50 USD a month (1 590 USD a year) | 190.83 USD a month (2 290 USD a year) |
| Advanced, billed monthly | 99 USD | 159 USD | 229 USD |
| Premium, billed yearly | 111.66 USD a month (1 340 USD a year) | 170 USD a month (2 040 USD a year) | 243.33 USD a month (2 920 USD a year) |
| Premium, billed monthly | 134 USD | 204 USD | 292 USD |
- Standard, billed yearly
- Small, up to 100 documents50 USD a month (600 USD a year)Medium, up to 300 documents86.66 USD a month (1 040 USD a year)Large, up to 500 documents127.50 USD a month (1 530 USD a year)
- Standard, billed monthly
- Small, up to 100 documents60 USDMedium, up to 300 documents104 USDLarge, up to 500 documents153 USD
- Advanced, billed yearly
- Small, up to 100 documents82.50 USD a month (990 USD a year)Medium, up to 300 documents132.50 USD a month (1 590 USD a year)Large, up to 500 documents190.83 USD a month (2 290 USD a year)
- Advanced, billed monthly
- Small, up to 100 documents99 USDMedium, up to 300 documents159 USDLarge, up to 500 documents229 USD
- Premium, billed yearly
- Small, up to 100 documents111.66 USD a month (1 340 USD a year)Medium, up to 300 documents170 USD a month (2 040 USD a year)Large, up to 500 documents243.33 USD a month (2 920 USD a year)
- Premium, billed monthly
- Small, up to 100 documents134 USDMedium, up to 300 documents204 USDLarge, up to 500 documents292 USD
Prices exclude tax. ApprovalMax for NetSuite has its own pricing page and is sold by quote. Not-for-profits get a 20 percent discount, accounting and bookkeeping firms can ask for partner pricing, and every plan starts with a 14 day trial without a credit card. Vendr's buyer data puts the median ApprovalMax contract at about 1 149 USD a year, with the top of the range near 2 900 USD, which matches a Medium or Large plan on annual billing.
What you get on Standard, Advanced and Premium
All three tiers approve bills and purchase orders with multi-step workflows, keep an automatic audit trail, flag documents approved directly in Xero or QuickBooks outside the workflow, and include ApprovalMax Capture for reading invoices. The tiers differ in a few specific features.
- Standard covers approval workflows, audit reports, fraud detection and reporting.
- Advanced adds auto-approvals for repeat transactions that meet set conditions, version history for requests and workflows, matching bills to purchase orders, and approval of manual journals.
- Premium adds standalone workflows outside the accounting system (contracts, CapEx, expense reimbursements, quotes), batch payment approval, the public API and phone support.
If you need bill to PO matching, the realistic floor is Advanced. If you want ApprovalMax to approve capital requests or contracts that never become a bill, that is Premium.
What drives the ApprovalMax cost per year
The tier is a feature decision. The size is a volume decision, and it is the one that catches buyers out. ApprovalMax counts every document that reaches the status Approved during the billing cycle: a bill, a purchase order, a sales invoice, an expense claim or a batch payment each count as one. Rejected and cancelled requests do not.
That means a company approving both the PO and the bill for the same purchase uses two documents for one order. A distributor raising 120 POs a month and approving 180 supplier bills uses 300 documents, which is a Medium plan, not Small. On annual billing the allowance is pooled over 12 months (1 200, 3 600 or 6 000 documents), so a busy quarter balances against a quiet one, and anything above the yearly total is charged per document at renewal. On monthly billing the overage lands on the next invoice.
Three questions decide your real number:
1. How many POs, bills and other documents will you approve in a normal month, counted separately?
2. Will you approve sales invoices or journals too? They count against the same allowance.
3. Do you have more than one Xero or QuickBooks organization? Pricing is per organization, so each entity needs its own plan.
ApprovalMax vs Procurer on the points that affect cost
ApprovalMax is an approval layer on top of your accounting system. Procurer is a purchasing system: people request what they need, the request is approved, a PO goes to the supplier, goods are received and the invoice is matched before a bill reaches your books. Here is an honest side by side.
| Topic | ApprovalMax | Procurer |
|---|---|---|
| How price is set | Tier plus approved documents per month, per organization | Per company, by plan, with user accounts and POs per month |
| Entry price | 50 USD a month billed yearly, up to 100 documents | 74 USD a month billed yearly (149 monthly), up to 25 users and 250 POs |
| Purchase requests before the PO | Requests are the documents themselves, created in ApprovalMax or the ledger | Requests with custom fields, attachments and budget check, then the PO |
| Approval rules | Multi-step, by amount, supplier, account, tracking category | By amount and department on Team, any condition and unlimited steps on Business |
| Receiving | Goods received status on POs | Full and partial receiving by line on every plan |
| Matching | Bill to PO matching from Advanced | Three-way matching of PO, receipt and invoice from Business |
| Budgets | Check against budgets synced from Xero | Department, project and GL budgets with commitments from Business |
| Accounts receivable and journals | Sales invoice, quote, credit note and journal approvals | Not covered |
| Batch payments | Premium | Not covered, pay in your accounting system |
| Multiple entities | One plan per organization | Up to 2 entities on Business, 5 on Scale |
- How price is set
- ApprovalMaxTier plus approved documents per month, per organizationProcurerPer company, by plan, with user accounts and POs per month
- Entry price
- ApprovalMax50 USD a month billed yearly, up to 100 documentsProcurer74 USD a month billed yearly (149 monthly), up to 25 users and 250 POs
- Purchase requests before the PO
- ApprovalMaxRequests are the documents themselves, created in ApprovalMax or the ledgerProcurerRequests with custom fields, attachments and budget check, then the PO
- Approval rules
- ApprovalMaxMulti-step, by amount, supplier, account, tracking categoryProcurerBy amount and department on Team, any condition and unlimited steps on Business
- Receiving
- ApprovalMaxGoods received status on POsProcurerFull and partial receiving by line on every plan
- Matching
- ApprovalMaxBill to PO matching from AdvancedProcurerThree-way matching of PO, receipt and invoice from Business
- Budgets
- ApprovalMaxCheck against budgets synced from XeroProcurerDepartment, project and GL budgets with commitments from Business
- Accounts receivable and journals
- ApprovalMaxSales invoice, quote, credit note and journal approvalsProcurerNot covered
- Batch payments
- ApprovalMaxPremiumProcurerNot covered, pay in your accounting system
- Multiple entities
- ApprovalMaxOne plan per organizationProcurerUp to 2 entities on Business, 5 on Scale
Where ApprovalMax wins: small teams with low volume pay less, its two-way sync with Xero and QuickBooks Online is native, and it approves the AR and payment side that Procurer does not touch. If chasing late customer invoices is the bigger problem than approving them, an accounts receivable automation tool is the next thing to look at, not more approval rules.
Where Procurer wins: once spend starts with an employee asking to buy something, you need intake, budgets and receiving, and the price does not climb with every approved document.
An 80 person distributor on Xero pricing both tools
An 80 person wholesale distributor runs one Xero organization. It raises about 160 POs a month and receives about 190 supplier bills, and wants bills matched to POs and a second approval above 10 000 USD.
- ApprovalMax: matching needs Advanced. 160 POs plus 190 bills is 350 approved documents, above Medium, so the plan is Advanced Large at 190.83 USD a month billed yearly, 2 290 USD a year. Requests from warehouse staff would still need a separate process, and receiving is a status rather than quantities by line.
- Procurer: Business at 149 USD a month billed yearly, 1 788 USD a year, covers up to 100 user accounts and 1 500 POs a month, with requests, line level receiving, three-way matching and a Xero bills export. Bills are approved through the PO match, so they do not count as extra documents.
If the same company only wanted bill approval with no POs, ApprovalMax Standard Medium at 1 040 USD a year would be the cheaper and simpler answer.
When ApprovalMax is worth the price
ApprovalMax is a good buy when the problem is approving documents that already exist in Xero or QuickBooks Online: supplier bills, a modest number of POs, sales invoices and journals, with a clean audit trail. Bookkeeping firms running approvals for many small clients also do well on partner pricing. It is a weaker fit when purchasing starts with dozens of employees asking for things, when receiving quantities matter, or when volume keeps pushing you to the next document size. For those, compare Xero purchase order approval and QuickBooks Online purchase order approval options before you renew.
How much does ApprovalMax cost per month?
ApprovalMax costs 60 to 153 USD a month on Standard, 99 to 229 USD on Advanced and 134 to 292 USD on Premium when billed monthly in USD. Billed yearly, the monthly equivalent drops to 50 to 127.50, 82.50 to 190.83 and 111.66 to 243.33 USD. The size you pick depends on approved documents per month.
How much does ApprovalMax cost per month?
ApprovalMax costs 60 to 153 USD a month on Standard, 99 to 229 USD on Advanced and 134 to 292 USD on Premium when billed monthly in USD. Billed yearly, the monthly equivalent drops to 50 to 127.50, 82.50 to 190.83 and 111.66 to 243.33 USD. The size you pick depends on approved documents per month.
What counts as a document in ApprovalMax pricing?
A document is any request that reaches the status Approved in the billing cycle: a bill, purchase order, sales invoice, expense claim or approved batch payment. Rejected and cancelled requests do not count. The Small, Medium and Large sizes allow 100, 300 and 500 documents a month, and extra documents are charged as overage.
Does ApprovalMax charge per user?
No. Every plan size includes unlimited approvers, so the price is set by the tier and the number of approved documents, not by headcount. Each Xero or QuickBooks Online organization needs its own plan.
Does ApprovalMax have a nonprofit discount?
Yes. ApprovalMax's pricing page offers a 20 percent discount for not-for-profit organizations. Accounting and bookkeeping firms can ask for separate partner pricing.
What is an alternative to ApprovalMax for purchase orders?
Procurer is an alternative when purchasing starts with employee requests. It covers requests, approval rules, POs, line level receiving, budgets and three-way matching from 149 USD a month per company, and exports approved bills to Xero or QuickBooks Online. It does not approve sales invoices, journals or batch payments.