ApprovalMax Pricing for Australian Clients 2026

ApprovalMax pricing for a new Australian client depends on the feature plan, approved-document allowance and billing cycle for each organisation. Budget from the Australian checkout or partner quote, then add your practice’s setup and ongoing support separately.

Find the Australian Price That Applies

Use ApprovalMax’s Australian purchase route for the client’s accounting connection and expected document volume. The official pricing page also directs accounting and bookkeeping practices to partner pricing.

The new Australian subscription model combines a feature plan with a usage size. Choose monthly billing or an annual subscription paid upfront. An annual price expressed as a monthly equivalent still requires the annual payment.

In the account’s Billing & Subscriptions area, select the organisation, usage size and billing cycle, then the feature plan. Review the purchase summary with the client’s billing details. Keep the selected currency and the full billing period in your written budget.

ApprovalMax’s Australian tax guidance says checkout adds 10% GST to the net subscription amount where applicable. It also says checkout removes the charge when the business’s valid ABN and GST registration are verified. Use the actual checkout tax result and retain the invoice, rather than automatically adding GST twice.

Existing clients can follow a different renewal path. ApprovalMax assigns migration waves and sends at least 30 days’ notice of the move to usage-based pricing. The notice identifies the account’s plan options and migration renewal. Use that account notice for an existing subscription, rather than applying an old flat-price table to every client.

Match the Plan to the Approval Work

Choose ApprovalMax’s feature plan for the approval tasks, then choose its size for the documents the organisation approves. Adding approvers does not itself increase usage-based plan charges because approvers are unlimited.

Feature Plans for a Xero Client

The Xero feature comparison separates the plans as follows. Treat this as a Xero comparison, because another accounting connection can change the available features.

Feature plan	Approval work included	When the difference affects the choice
Standard	Bill and purchase-order approval, multi-step approval, scheduled reports and automatic audit reports	The client needs documented approval before accounting staff act
Advanced	Standard features plus bill-to-purchase-order matching, budget checks, request review and version history	Staff must compare the bill with an order or budget before approval
Premium	Advanced features plus custom approval workflows, batch-payment preparation and public API access	The agreed work needs those additional functions

ApprovalMax Capture is included under the usage-based model. Keep optional vendor training separate from the subscription, along with any practice-led configuration or staff training.

ApprovalMax Pay’s UK availability does not give an Australian client UK Open Banking payments. Approval of a bill, preparation of a payment batch and release of money are different tasks. Include only the payment service actually available to the client in the engagement and budget.

Approved-Document Allowances

ApprovalMax’s usage guide counts a request when it becomes fully approved during the billing cycle. Bills, purchase orders and sales invoices can each count. Cancelled and rejected requests do not count, and one approved batch-payment request counts as one document.

A purchase order followed by an approved bill therefore creates two approved documents. Counting supplier bills alone can understate the allowance needed.

Plan size	Monthly approved documents	Annual pooled allowance
Small	100	1,200
Medium	300	3,600
Large	500	6,000

On monthly billing, excess documents are charged on the next monthly invoice. Annual billing pools the allowance across 12 months, with excess usage charged at annual renewal. A busy month alone does not create annual overage if total usage stays within the annual allowance.

ApprovalMax’s usage FAQ says excess usage does not automatically move the organisation to a larger plan. Small and Medium have one applicable excess-document rate each. Large has one rate for documents 501 to 800 and a lower rate from document 801 onwards on monthly billing.

Budget the Cost for One Client

Build the client budget from the approval subscription, accounting subscription and the work your practice agrees to perform. Keep optional services and excess usage visible as separate lines.

Consider a fictional client on a Small monthly plan. The client approves 60 bills, 20 purchase orders and five sales invoices: 85 approved documents in total. That leaves 15 of the 100-document allowance unused.

In a heavier month, the client approves 90 bills, 25 purchase orders and five sales invoices. The total is 120, so 20 documents incur the applicable Small-plan excess rate. The approval subscription stays on the chosen plan unless the account owner changes it.

Suppose the practice separately charges an invented $240 setup fee and $60 monthly support fee, both excluding GST. The fees cover the practice’s work and are separate from the software subscription.

Fictional Client Budget

Cost item	First month	Later 120-document month
Approval subscription	Client’s quoted monthly amount	Same quoted monthly amount, assuming no plan change
Excess approved documents	None at 85 documents	20 multiplied by the quoted excess-document rate
Practice setup	$240 excluding GST	None
Practice support	$60 excluding GST	$60 excluding GST
Accounting subscription and optional services	Add their separate charges	Add their separate charges

The practice’s service component totals $300 excluding GST in the first month and $60 excluding GST in the heavier month. Add the software charges and their actual tax treatment to reach the client’s total payable.

For an annual Small plan, the same 85-document and 120-document months use 205 of 1,200 documents. That leaves 995 for the rest of the annual period. Keep the upfront annual payment separate from the monthly amount allocated in your client budget.

A practice partner quote can change who receives the invoice and how the practice allocates costs between clients. Record the payer and the allocation for each organisation. ApprovalMax’s migration explanation preserves existing partner discounts but removes multi-organisation volume discounts, so several organisations do not establish a new discount entitlement.

Agree Ownership Before the First Bill

Assign the subscription owner, payer and usage reviewer before staff start approving the client’s bills. The person who pays the subscription can have different responsibilities from the client’s authorised approvers.

Use your bookkeeping onboarding checklist to record access and responsibility alongside the client’s other setup tasks. Collecting a director’s details does not establish that the practice can approve expenditure or release a payment.

Record the following decisions in the client file.

• The organisation, accounting connection, feature plan and usage size.
• Monthly or annual billing, the payer and the approved subscription budget.
• Expected document volume, including approved orders as well as bills.
• Each approver’s authority, approval limits and cover during absences.
• The staff member who reviews usage and receives billing alerts.
• Who accepts an excess charge and who can authorise a plan change.

ApprovalMax’s Account Owner and Billing Contact receive usage notifications. Give the usage reviewer access to the relevant information, and include a review of Billing & Subscriptions in the recurring bookkeeping work.

The bookkeeping engagement letter records the service scope and client responsibilities. State whether the practice configures approval rules, prepares requests or monitors exceptions. Identify who makes the approval decision and who releases payments, and agree how additional work is charged.

Check Trial and Exit Terms

ApprovalMax gives a new account a 14-day trial with Premium features and no payment card required. A new organisation added to an existing account starts with a three-day trial. Test the intended paid plan’s features before committing, because a Premium trial can include functions outside the chosen subscription.

Paid access requires purchasing a plan. ApprovalMax’s terms say that without a purchase, the accounting connection is disabled and approval and modification access cease after the trial.

The subscription terms govern billing changes and exit. They state that plan upgrades and downgrades take effect immediately. Review the change confirmation before accepting it, including the remaining paid period and the resulting usage allowance.

To end a subscription at the current billing cycle’s expiry, the account owner must give written notice at least 14 days before that cycle ends. Late notice can result in another renewal. Outstanding usage charges remain payable, and the terms generally exclude refunds for early termination or non-use, subject to their stated qualifications and applicable law.

Before a client leaves, retain the approval history and supporting records needed for the agreed work. Confirm who keeps the accounting connection, who holds subscription authority and which staff access must end. Distinguish ending one client organisation’s arrangement from cancelling a practice account that contains other clients.

Leave the client with a written approval budget covering the selected plan, expected usage and service fees. Name the person who checks usage and the person authorised to accept the next excess charge or subscription change.