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Product updates

Cut repetitive tasks from workflows

Smarter rules in ApprovalMax Capture, faster PO matching, deeper NetSuite workflows, and better reporting make approvals smoother, faster, and more reliable. Less manual work, fewer mistakes, more control.

By Dee Jones
9 min read •
24 September, 2025
Key Takeaways
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Finance teams spend too much time on repetitive tasks, chasing approvals, and fixing errors. The Q3 product updates in ApprovalMax makes approvals faster, smarter, and more reliable — so your team can focus on work that actually moves the business forward.

ApprovalMax Capture

Smarter data entry rules

ApprovalMax Capture automatically reads incoming bills and purchase orders and predicts the right codes, tax rates, and categories. The new data entry rules take that one step further.

You can now set rules for specific suppliers and even for line items within a bill:

  • Document coding rules – set defaults for a supplier’s bills, including due date, currency, account codes, tax codes, and whether to extract line items.
  • Document split rules – automatically split bills by fixed amount or percentage, so costs flow into the right accounts every time.
  • Conditional line coding rules – code bills based on words in the description, mapping them directly to the right product or account.

Rules follow a clear priority: previous interactions first, then basic supplier rules, then conditional line rules. That means your instructions always take precedence, saving hours of manual coding — especially when processing hundreds of invoices.

And it’s easy to enable. Within your ApprovalMax account, head to the contact details of your supplier, open the capture settings tab, and set your rules. Once set, ApprovalMax Capture does the rest automatically.

See the context with email trail

Sometimes, an invoice doesn’t tell the full story. Suppliers may include instructions or agreed-on discounts in the email body. The new email trail feature displays the original email alongside the invoice.

This gives you:

  • Automatic context from suppliers, such as project references
  • Visibility of internal notes for reviewers and approvers
  • No need to switch between your inbox and ApprovalMax

You won’t miss hidden context, and approvals stay informed without extra effort.

One-click PO matching (coming soon in Xero)

Matching bills to purchase orders is a key financial control, but it can take time. About 80% of matches are simple one-to-one cases.

We’re making this process much faster with one-click matching. Instead of scrolling through open purchase orders to select the right one, ApprovalMax will now suggest the correct PO. With a single click, it’s matched – and you can still see goods received note (GRN) status before approval.

This makes PO matching easier – no more scrolling through lists of POs – your approval workflow moves faster, and your team can focus on more important tasks.

ApprovalMax Pay Wallets: pay globally, stay local

One of the biggest updates this year is ApprovalMax Pay Wallets. Building on our existing open banking payments, Wallets let you:

  • Fund a virtual account in multiple currencies.
  • Pay up to 200 bills at once, in a single click.
  • Use local payment rails, reducing international fees and delays.

For example, if you’re in the UK and paying a supplier in the US, Wallets let you pay almost as if you had a local US bank account – without costly SWIFT fees. Wallets are powered by Currencycloud (a Visa solution) and fully integrated into your ApprovalMax workflows. You can also track all transactions, conversions, and fees directly within ApprovalMax, giving you complete visibility and control.

Security is built in at every step. Each Wallet has assigned managers, two-factor authentication, and a complete audit trail. All your approvals and payments happen in one platform – no app switching, no extra logins.

QuickBooks Online updates

For QuickBooks customers, we’ve added:

PO to bill auto-matching – When you copy a purchase order to a bill, ApprovalMax now automatically links line items. This means you don’t have to manually match each line, cutting down repetitive work and reducing the risk of errors. For teams processing dozens of bills each week, this can save hours of time.

Journal entry import – Import journal entries via CSV instead of entering them line by line. Ideal for recurring or complex journals prepared in Excel, such as accruals, depreciation, or intercompany allocations. It allows finance teams to continue using their existing workflows while keeping data consistent in QuickBooks.

NetSuite updates

We’ve extended several powerful features to NetSuite, giving finance teams more visibility and control:

Bill-to-PO matching inside ApprovalMax – Previously, matching often happened behind the scenes. Now, the matching process is fully integrated into approvals. Finance teams can see the link between bills and purchase orders at every stage, making it easier to spot discrepancies before payments are made.

Three-way matching with receipts – copy purchase orders to item receipts, and then to bills, with ApprovalMax managing the links between each step. This ensures bills are only approved for goods actually received, helping prevent overpayments and improving audit trails.

Editing on approval – Senior approvers can make necessary adjustments during the approval stage, rather than only at the review stage. This is particularly useful for correcting minor errors or updating coding before final approval, reducing delays and back-and-forth with accounting staff.

Together, these enhancements make it simpler for NetSuite teams to maintain accuracy, enforce financial controls, and reduce manual reconciliation work.

Why these updates matter

Finance teams face constant pressure to process bills and approvals quickly, without introducing mistakes. Manual matching, line by line journal entries, and chasing missing context from emails can lead to errors, delays, and frustrated approvers.

These updates tackle the core pain points:

  • Reduce errors and missed details – Rules-based coding, email trails, and automated matching make sure bills are coded correctly and approvals have full context. Mistakes are caught before they happen.

  • Save time on repetitive tasks – Auto-matching, CSV journal imports, and conditional coding rules remove manual work. Your team can focus on higher-value tasks instead of chasing approvals or copying entries line by line.

  • Gain visibility and control – One-click PO matching and integrated bill-to-PO links in NetSuite show every step of the approval process. You see what’s approved, what’s pending, and where potential issues might arise.

  • Stay audit-prepared – Every change, match, and edit is tracked in ApprovalMax. Compliance and transparency happen automatically, without extra effort.

Work with confidence – these updates aren’t just about speed. They help finance teams handle approvals smoothly, stay on top of every step, and reduce stress. Your team can spend more time on meaningful work that drives results.

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Dee Johns believes the most powerful words are 'Let me tell you a story.' Her passion for storytelling helps her create meaningful, customer-focused experiences while removing friction, so customers never feel the complexities of the org chart.

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