ApprovalMax Pay is now available for US businesses using QuickBooks Online. You can pay bills via ACH or real-time payments, with every payment tied to its approval audit trail.
A bill lands in your inbox on Monday, and you forward it to the budget holder for sign-off. Nothing comes back for days, so you chase it in a thread all week and finally get a thumbs-up in chat on Friday morning.
Then you post the check, or open the bank portal and key the payment in by hand.
The payment finally goes out. What nobody notices is that the vendor's bank details had been quietly changed by someone nobody can name. It stays undetected until month-end, or until the vendor chases up the payment.
Although every step followed the exact process, errors still happen, and fraud still slips through. That's the gap ApprovalMax Pay closes.
The control gap in your bill pay process
So why do risks still slip through in your bill pay process? The root cause is the split: you approve the bill in one place and pay it in another, with nothing carrying your controls across.
Risks go undetected
Payment details re-keyed incorrectly, an amount edited post-approval. When approvals and payments happen in different places, these risks can be invisible until the money has gone.
Bank access gets exposed
Whoever runs payments holds the keys to the bank account and the credit card details. If those details are misused or exposed to fraudsters, your business and its cash is at risk.
Proof is scattered
Approval evidence lives in email threads; payment evidence sits in the bank. At year-end, proving how you ran each payment means rebuilding the trail from multiple sets of records that never connect.
One continuous bill pay process with ApprovalMax Pay
Understanding these problems, we built ApprovalMax Pay to bring the security you need to your bill pay process
Potential risks are detected before money moves
Before a payment proceeds, ApprovalMax compares the vendor details against the last successful payment, using a traffic light system to flag new payees or any details that have changed since the last payment to an existing payee. Any changes to a bill post-approval also get flagged and must be re-approved before the payment can be processed. As a result, every payment goes out with the confidence that payee details have been verified.
Secure your bank account
With permission-based access, you can decide who can convert currencies, approve payments, or release funds. Nobody needs the bank login to process a payment, so your banking credentials stay protected.
With prefunded wallets, your team can only pay out what's been loaded, so the balance in the bank account will never be exposed.
One record from approval to payment
Every incoming bill is approved through proper workflows, gets paid in the same system, and then syncs straight back to QuickBooks Online. That gives you one continuous record so nobody has to piece it together from multiple sources at month-end.
Dual authorization workflows ensure that the person approving a bill isn't the person authorizing the payment, so no single person has total control over a payment from start to finish.
And all of it is logged. When an auditor asks how a payment was authorized, the answer is already there with one record of who raised, approved, and paid each bill. No more hunting for proof.
Pay the same way you already do
Wallets give you full access to ACH and real-time payment (RTP) without needing to log in to your bank portal. If you need to pay a US vendor urgently, RTP gets the money to them in seconds. If you have a bulk of bills to clear, you can send them via ACH (the next business day). If you work with overseas vendors, you can pay them in 30+ currencies, with no hidden fees.
See how it actually works
ApprovalMax helps us to efficiently implement robust banking controls with our clients that fit the stage of the company and board requirements.
Howard Jones, Operations Director, Archangel Accounting
Sign it. Pay it. Prove it. All in ApprovalMax
With ApprovalMax Pay, your weekly payment run gets safer. You get time back for the work that truly matters, and peace of mind knowing each payment run follows the same consistent controls mapped out in your policy.
That's the promise we make to our customers, and it's been proven with over $130 million paid through ApprovalMax Pay since we started rolling it out. Now, it's your turn to try.
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