ApprovalMax is a cloud-based approval workflow automation platform, primarily used with accounting systems like Xero and QuickBooks Online to manage purchase orders, invoices, and other financial approvals.
ApprovalMax is a cloud-based approval workflow platform designed to streamline and control financial approvals for businesses. It integrates closely with accounting systems such as Xero and QuickBooks Online, automating the approval of purchase orders, bills, invoices, and expense claims before they are posted to your accounts. Used by finance teams, accountants, and multi-entity organisations, ApprovalMax helps enforce approval policies, maintain audit trails, and reduce manual, email-based approval chasing.
A charge from ApprovalMax on your bank or card statement typically relates to a subscription for their approval workflow service. This may be a monthly or annual subscription for one or more organisations (Xero or QuickBooks entities), an upgrade to a higher plan, or an add-on such as additional organisations or users. You might also see a charge after a free trial converts to a paid plan if the trial was not cancelled, or a prorated amount if you changed your subscription mid-cycle. In some cases, you may see a small temporary authorization or a pending amount when you first add or update a card, which usually disappears once the actual subscription payment is processed.
If you’re unsure about an ApprovalMax charge, first log into your ApprovalMax account at approvalmax.com and review the Billing or Subscription section for invoices and payment history. Check which organisations are linked, what plan you’re on, and whether any trials recently converted to paid subscriptions. For further help, you can contact ApprovalMax via their support portal at support.approvalmax.com or by emailing support@approvalmax.com; include the last 4 digits of the card, the charge date, amount, and statement descriptor so they can locate the payment. Common issues—such as duplicate subscriptions for multiple organisations, charges after a trial, or payments on an annual plan you forgot was active—are usually resolved by adjusting or cancelling the subscription, and in some cases requesting a refund in line with their billing and refund policies.
Bank Statement Variations
2 known variations
These are the raw merchant codes that appear on bank and credit card statements that we've identified as belonging to ApprovalMax.
What are the typical ApprovalMax subscription prices that might appear on my statement?
ApprovalMax usually charges on a per-organisation subscription basis, with monthly and annual options. Common charge amounts are in the range of roughly US$40–US$100 per month per organisation, depending on plan level, region, and whether you’re billed monthly or annually (annual plans are often billed as a single larger charge). Your exact pricing and currency can be seen in the Billing or Subscription area of your ApprovalMax account, where invoices and payment history are available for download.
Why was I charged by ApprovalMax after a free trial?
When you start an ApprovalMax trial and add your payment details, the subscription will automatically convert to a paid plan at the end of the trial unless you cancel before the trial period ends. On that date, you’ll see a charge for the first billing period (monthly or annual, depending on what you selected). To confirm, log into approvalmax.com, go to your subscription settings, and check the trial end date and the current plan details. If you intended to cancel before the trial ended, contact support@approvalmax.com to discuss your options.
How do I cancel or downgrade my ApprovalMax subscription to stop future charges?
To cancel or change your ApprovalMax subscription, sign in at approvalmax.com and navigate to the Billing or Subscription section under your account or organisation settings. There you can downgrade, switch to a different plan, or cancel automatic renewal; cancellations typically take effect at the end of the current billing period, and you retain access until then. Make sure you adjust all active organisations if you have multiple, as each may have its own subscription. After cancelling, keep a copy of the confirmation email or screenshot of the cancellation page for your records.
Why do I see two ApprovalMax charges or charges for multiple organisations?
ApprovalMax subscriptions are usually linked to specific organisations (e.g., separate Xero or QuickBooks entities), so you may be billed separately for each one. If you manage multiple companies or clients, it’s common to see multiple charges in the same billing cycle, sometimes on the same date, each corresponding to a different organisation. You can confirm this by checking the list of subscribed organisations under your ApprovalMax Billing/Subscription settings and matching each invoice to a charge on your statement. If you suspect a duplicate or mistaken subscription, contact support@approvalmax.com with your invoice numbers.
Does ApprovalMax place authorization holds or small test charges on my card?
When you first add or update a payment card, ApprovalMax’s payment processor may place a small temporary authorization hold (for example, around US$1 or a small local currency amount) to verify that the card is valid. These are not actual charges and should disappear or be reversed automatically within a few business days, depending on your bank. Your statement may briefly show these as pending from ApprovalMax or their payment processor, followed later by the actual subscription amount. If a small test amount does not drop off after several days, contact your bank and then reach out to ApprovalMax support with a screenshot of the transaction.
How can I request a refund for an ApprovalMax charge I don’t recognize or no longer want?
Refunds are considered on a case-by-case basis and depend on ApprovalMax’s current billing and refund policies, as well as how long ago the charge occurred. If you believe a charge is incorrect, log into your ApprovalMax account to verify whether an active subscription, new organisation, or plan upgrade matches the amount, then gather details such as the charge date, invoice number, and card’s last 4 digits. Email support@approvalmax.com or submit a ticket via support.approvalmax.com, explaining the situation and including any supporting documentation. They can review the payment, clarify the reason for the charge, and advise whether a partial or full refund is possible.
What statement descriptors or names might ApprovalMax charges appear under?
ApprovalMax charges typically appear on bank or card statements with descriptors such as “APPROVALMAX,” “APPROVALMAX.COM,” or similar wording that includes the company name and possibly the billing platform. In some regions, the descriptor may also include terms like “SUBSCRIPTION” or a short reference code. If you’re unsure whether a charge is from ApprovalMax, compare the exact amount and date with invoices in your ApprovalMax Billing section. Providing your bank with the descriptor and contacting ApprovalMax support can help quickly confirm the source of the payment.
How do I contact ApprovalMax about a billing or account-specific question related to a charge?
For billing questions, the most direct option is to email support@approvalmax.com or submit a request via support.approvalmax.com, including the charge amount, currency, date, and the last 4 digits of the card used. If you’re an account admin, log into approvalmax.com first and check the Billing/Subscription area, as many issues can be resolved there (viewing invoices, updating cards, cancelling, or changing plans). When contacting support, mention the email address associated with your ApprovalMax login and, if applicable, the organisation name (e.g., the Xero or QuickBooks entity) so they can locate your subscription quickly.