2023 recap: ApprovalMax

ApprovalMax's Major Releases in 2023

Goods Received Notes (GRN)

ApprovalMax Goods Received Notes (GRN) allows users to easily update the status of received items—fully received, partially received, or pending. Users can add comments and attach documents for better record-keeping. The updated status is visible on the request page and in the main menu, offering improved efficiency in managing and monitoring goods. The GRN feature also enables users to generate reports based on the current status of their inventory, providing enhanced visibility and control.

Workflow Version History

ApprovalMax Workflow Version History feature is a crucial addition for larger practices. This feature helps keep track of changes made to workflows, especially in scenarios with multiple administrators making diverse alterations simultaneously. The Workflow Version History archives every change, providing a comprehensive record of the workflow's historical evolution. Users can easily review past versions, identify contributors to specific changes, and access timestamps for each modification. This capability allows users to rectify errors by revisiting the past, gaining insights into the historical states of their workflows, and making informed adjustments for desired outcomes.

Watchers

The ApprovalMax Watchers feature is a highly anticipated addition for platform users. This feature addresses the need to involve individuals who aren't designated as approvers in a request but still require visibility into its progress. For example, a manager not part of the approver's team for a current build approval process can be added as a watcher. This allows them to stay informed about updates without having approval authority, ensuring relevant stakeholders can track crucial developments and outcomes even if not directly involved in the approval process.

“The Watchers feature is a great way for you to ask people who are not listed as approvers for the request, but they still need to keep track of any updates.”

Journal Entry (QuickBooks Online) + Manual Journal (Xero)

The ApprovalMax Journal Entry workflows feature is particularly beneficial for accounting firms. It addresses a common concern in accounting practices where junior staff members are tasked with creating journal entries for accounting platforms. This innovative solution allows these junior staff members to work within ApprovalMax without direct access to platforms like Xero or QuickBooks Online. They can create journal entries, submit them for approval, and enable senior staff to review and approve before final posting into the accounting systems. This streamlines the process, minimises the risk of errors, and establishes a more efficient and secure accounting system, as noted during demos.

“The main challenge that they’re facing is that these junior staff members have access to the accounting platform, and if they make a mistake, it will take some time to fix.”

Creating Sales Invoices (in ApprovalMax)

In response to user requests and feedback, ApprovalMax has introduced a new feature to address a longstanding need. Previously, users could raise purchase orders and grant staff access for bill creation, but generating sales invoices was limited. To overcome this, users had to create sales invoices in Xero and then submit them for approval. ApprovalMax has now rolled out an update allowing users to create sales invoices directly within the platform. Invoices can be submitted for approval, and once approved, the system automatically dispatches them to designated customers. This update provides greater control and efficiency in the sales invoicing workflow.

“Now, users have the flexibility and autonomy to manage the entire sales invoicing process seamlessly within the ApprovalMax environment.”

Workflow Manager Role

The new Workflow Manager role in ApprovalMax adds flexibility, especially beneficial for larger enterprises. This feature allows specific individuals to modify workflows without needing full administrative access. Workflow Managers can make nuanced adjustments to the workflow, offering a tailored and dynamic approach to process optimisation. Importantly, this role doesn't grant authority for broader organisational changes but empowers users to make controlled modifications within the workflow context. This ensures a balance between customisation and administrative oversight.

Document Pulling (QuickBooks Online)

The new Document Pulling feature for ApprovalMax organisations connected to QuickBooks Online. While it may seem small, it holds significant value for users prioritising data accuracy, especially when reconciling historical data with corresponding purchase orders. Document Pulling allows QuickBooks Online users to efficiently retrieve all their bills and consolidate them, establishing a single source of truth. This feature provides users with a comprehensive overview of financial transactions, facilitating the matching of historical bills against generated purchase orders and ensuring a more accurate accounting process within QuickBooks Online.

Expense Reports (NetSuite)

For Oracle NetSuite users, the recent focus has been on improving purchase order and bill approval workflows. In response to customer demands, the team has introduced an expense report workflow for NetSuite, aligning with existing capabilities for QuickBooks Online. This new feature caters to the comprehensive financial needs of NetSuite users, ensuring a seamless and efficient experience in managing expense reports within the platform.

New Integrations

New integrations from ApprovalMax:

• Cin7 Core

• Airwallex payments

• Slack notifications

New Enhancements

• Improvements to ApprovalMax for Netsuite

• Microsoft SSO 

• Enforcement of Two Factor Authentication, and enhancements to the experience

• Beneficiary Check for Payments with Airwallex

ApprovalMax new look

Watch the webinar demonstrating ApprovalMax's new look now