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Faster, error-free AP in QuickBooks Online

Manual approvals in QuickBooks Online can slow down finance teams and lead to mistakes. ApprovalMax automates workflows, reduces repetitive work and keeps everyone aligned, so your team spends less time chasing approvals and more time on strategic tasks.

By Dee Johns
4 min read •
30 October, 2025
Key Takeaways
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Finance teams using QuickBooks Online (QBO) often spend more time chasing approvals than focusing on high-value work. Manual processes — emails, spreadsheets, or Slack messages — slow approvals and increase the risk of errors such as duplicate invoices, incorrect coding, or missed approvals. For growing teams, this can create bottlenecks and frustration.

ApprovalMax integrates directly with QBO to automate and streamline approvals, ensuring accuracy, transparency, and speed. Here’s how it helps finance teams stay on top of accounts payable.

Streamlined routing for faster approvals

Instead of manually sending invoices to the right people, ApprovalMax automatically routes bills and expenses to the correct approvers. Each document reaches the right person immediately, reducing delays and removing the need for follow-ups. Teams can focus on processing approvals rather than tracking who has or hasn’t signed off.

Rules that reduce errors

Conditional approvals apply the right checks. For instance, invoices over a certain amount, or approvals for specific departments, can automatically go to senior management. This prevents unauthorised approvals and keeps processes aligned with company policies.

Accurate document matching

ApprovalMax checks invoices against purchase orders with bill-to-PO and PO-to-bill matching. This guarantees that every invoice corresponds to the correct order, reducing mistakes and eliminating duplicate payments. Finance teams gain confidence that their accounts are accurate and audit-ready.

Clear feedback on rejections

When an invoice is rejected, approvers can leave detailed comments explaining why. This helps the submitter understand the issue, reduces repeated mistakes, and keeps team communication transparent.

Approvals that flow without manual chasing

Delegation allows approvals to continue when team members are unavailable. Requests can be reassigned quickly, keeping workflows flowing smoothly without manual intervention.

Benefits beyond speed

Automating approvals in QBO doesn’t just save time. It improves accuracy, provides a full audit trail, and makes it easier to manage growing AP workloads without adding extra administrative overhead. Teams spend less time correcting errors and more time on strategic finance tasks, all while maintaining control and visibility over the process.

By combining QuickBooks Online with ApprovalMax, finance teams can scale their AP processes confidently. Automation reduces repetitive work, cuts human error, and keeps everyone aligned — making manual email-based approvals a thing of the past. Take control of your approvals and reduce errors with ApprovalMax.

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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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