Introducing ApprovalMax Capture

Posted on June 12, 2024October 12, 2024 by Konstantin Bredyuk

Automatically import bills with ApprovalMax Capture

3 min read

One of our most requested features is now here – a built-in automated data capture tool, ApprovalMax Capture, to automate the tedious. This kick-starts your accounts payable process by importing bills and receipts through photo or PDF upload, individually or in bulk.

These outstanding bills automatically funnel into you or your client’s pre-set approval workflows, so the right documents end up in the hands of the right people. With a little bit of set up, it all happens without lifting a finger!

Why use automated data capture?

The traditional process of manual data entry isn’t just time consuming but expensive. The average cost of paying a PDF invoice is £13.93/AUD$27.67 and for paper invoices £16.13/AUD$30.87, with most of this due to the manual work of inputting data from bills and processing for payment, including fixing errors.

With automated data capture, it’s easy to get things right from the start. Bills are scanned, then the right details automated extracted to go into the system accurately and on time. Then, they automatically go through the right checks and balances so you and your team can focus on higher value tasks while feeling confident in your accounts payable data. With ApprovalMax Capture, this all happens via the one app to streamline the process even more.

This helps to:

Scan bills directly into ApprovalMax. With one less login for less hassle, ApprovalMax capture automatically imports bills into ApprovalMax in a variety of ways. There’s no need to use any other apps or tools, saving on subscriptions and managing everything from one place. Take care of everything from ApprovalMax and simplify your tech stack!
Reduce the risk of errors. The scanning process cuts down the risk of typos or other errors while being faster at the same time. Make sure your financial data is accurate for better visibility and reliable records.
Go paperless. Say goodbye to the piles of paperwork! Digitise documents and store them securely in the cloud using a tech stack that supports paper-free processes, from PO to payment.
Automate expense tracking and reporting. Save time by automatically sorting and labelling expenses as they enter ApprovalMax. This way, they’re organised before entering Xero.
Easily follow your requester matrix, every time. Control who sees sensitive information (like limiting who can add new contacts, items, accounts, and tax) and make sure every document goes to the right people for sign-off before going into Xero.

ApprovalMax Capture recognises and scans more than 40 languages to help you do business from anywhere.

Automating accounts payable, from start to finish

ApprovalMax Capture kick-starts the AP process by automatically importing bills into ApprovalMax. Then, they go through your pre-set approval workflows without lifting a finger. The launch of ApprovalMax Capture, as well as our new feature ApprovalMax Pay (Beta), means you can take control of the entire AP process in one tool.

By managing everything from POs to payments in one platform, it’s not only faster, more convenient, and safer, but you’re less likely to make errors and mess up your processes. It takes just a few easy steps to set up workflows that go all the way from preparation to payment.

With ApprovalMax Capture, you can:

Upload bills individually or in bulk

Upload PDFs or photos of bills individually or in bulk via a drag-and-drop in ApprovalMax.

Snap and process bills on-the-go

Save time by taking a photo and uploading it straight into ApprovalMax when you’re on-the-go.

Auto-populate bill fields

ApprovalMax Capture auto-populates missing Xero bill data by analysing past invoices and history, reducing manual admin time while boosting accuracy.

ApprovalMax Capture is now available for Xero customers in all regions, with QuickBooks Online, and Oracle NetSuite compatibility coming soon. Sign up to a trial to get started and simply add ApprovalMax Capture to your existing subscription, set up your preferences, and sync to approval processes.

Learn more about ApprovalMax Capture.