A genuinely free plan
Multi-tier approval is included free for up to 5 users and 5 documents a month. No trial clock, no credit card.
ApprovalMax vs ApprovalPro: Xero Approval Software Compared
Both tools add multi-level approval to Xero and QuickBooks. Here’s an honest look at pricing, features, and who each one suits, so you can pick the right fit for your team.
Last reviewed 26 September 2026
The short answer
Choose ApprovalMax if…
- You run Oracle NetSuite, or need approvals across many document types
- You want native iOS and Android approval apps
- You want to pay suppliers from the same tool, via its Pay add-on
- You prefer an established vendor used by 20,000+ businesses
Choose ApprovalPro if…
- You want to start free, with multi-tier approval included
- You want one flat price, with budget checks and AI invoice capture included
- You want spend approved at the purchase request, before a PO exists
- You want support from the team who builds it, in your time zone
Feature and pricing comparison
How the two products line up on the things finance teams ask about most.
| ApprovalMax | ApprovalPro | |
|---|---|---|
| Accounting systems | Xero, QuickBooks Online, Oracle NetSuite | Xero, QuickBooks Online |
| Free plan | No. Free trial, no credit card needed | Yes. Free forever for up to 5 users and 5 documents a month |
| Paid pricing | Standard, Advanced, and Premium plans, quoted via a pricing calculator | One Flat Rate plan at $49 a month |
| Multi-level approval | All plans | All plans, including Free |
| Budget checking | Advanced and Premium plans, on bills and POs | Flat Rate plan, checked from the purchase request |
| Invoice capture (OCR / AI) | ApprovalMax Capture, a separately priced add-on | Included in Flat Rate |
| Documents approved | POs, bills, credit notes, expenses, supplier onboarding, journals (Advanced), custom workflows | Purchase requests, POs, supplier bills; journal entries on Flat Rate. Credit notes, debit notes, payment requests, and expense claims coming soon |
| Supplier payments | ApprovalMax Pay add-on | Pay from Xero or QuickBooks as usual |
| Mobile apps | Native iOS and Android | Web app |
| Support | Phone support on Premium | Direct from the founding team, based in Bali (same time zone as Perth) |
ApprovalMax details are taken from ApprovalMax’s public website as of 26 September 2026 and may have changed since. Always check their site for current plans and pricing.
Where ApprovalPro stands out
Built for small and growing Xero and QuickBooks teams who want proper spend control without a complex setup.
One flat price
Budget checks, AI invoice capture, and custom routing rules are all in the $49 Flat Rate plan. No tiers or add-ons to compare.
Control before the spend
Staff raise a purchase request first. It’s approved and checked against budget before a PO is ever created. See the flow →
Support in your time zone
You talk to the people who build ApprovalPro, in the same time zone as Perth and a few hours from Sydney and Auckland.
Where ApprovalMax stands out
ApprovalMax is a mature product with a wide footprint. It supports Oracle NetSuite as well as Xero and QuickBooks Online, covers more document types such as credit notes, expenses, and supplier onboarding, includes unlimited users on every plan, and offers native mobile apps for approving on the go.
Its Pay add-on lets you pay suppliers from the same place you approve them, and its Premium plan includes phone support and API access. If those are must-haves, ApprovalMax is a strong choice.
Trying ApprovalPro alongside your current tool
The Free plan needs no credit card, so you can connect Xero or QuickBooks, set up a multi-tier approval workflow, and run a few real purchase requests through it before you decide.
Most teams are live in a day: connect your books, set who approves what, and invite your team.
ApprovalMax vs ApprovalPro FAQ
ApprovalMax is an established approval platform with tiered plans, add-ons for invoice capture and payments, and integrations including Oracle NetSuite. ApprovalPro is a simpler option for Xero and QuickBooks teams, with a free-forever plan that includes multi-tier approval and one flat price that includes budget checks and AI invoice capture.
At the time of writing, ApprovalMax offers a free trial with no credit card required, but not a free plan. ApprovalPro has a Free plan for up to 5 users and 5 documents per month, including multi-tier approval.
ApprovalPro suits small and growing Xero and QuickBooks teams that want purchase requests, purchase orders, and supplier bill approvals with budget checks, without tiered plans or add-ons. You can start free and move to the Flat Rate plan at $49 per month when you need more.
No. ApprovalPro works with Xero and QuickBooks Online. If you run Oracle NetSuite, ApprovalMax supports it.
Yes. The Free plan needs no credit card, so you can connect Xero or QuickBooks and test your approval workflow before deciding.
ApprovalMax is a trademark of its respective owner. ApprovalPro is not affiliated with, endorsed by, or sponsored by ApprovalMax. This comparison is based on publicly available information as of 26 September 2026.