Now you can upload purchase orders and credit notes the same way you capture bills. No more retyping, no more delays — just scan, review, and approve. Now live in ApprovalMax Capture for Xero.
Still manually entering purchase orders (POs) and credit notes? That’s valuable time you could be spending elsewhere. Every minute spent typing in supplier details, searching for the right GL code, or double-checking amounts adds up..
That’s why ApprovalMax Capture just got two powerful additions:
📥 Purchase order processing 🧾 Credit note processing
Both are now available for Xero-integrated customers. Just one setup, and you’ll eliminate even more manual tasks.
What is ApprovalMax Capture?
If you haven’t used it yet, ApprovalMax Capture is our document scanning tool that reads supplier documents (like bills and now POs and credit notes), extracts the key data using OCR, and sends it straight into your approval workflows – all in seconds.
With these two new updates, ApprovalMax Capture now handles even more of your finance stack.
📥 Purchase Order processing
POs are a core part of many approval workflows – especially in larger teams. But if you’re still keying them in manually, mistakes happen, and time gets lost.
With ApprovalMax Capture, you can now upload a PO (PDF or image) and let the system do the rest. It reads the document, extracts the right info, and kicks off your PO workflow in ApprovalMax. That means:
Less data entry
Fewer delays
And far less chance of error
Need to route a PO over $5,000 to a different approver? No problem – you’re not losing control, just cutting out the admin.
🧾 Credit Note processing
Let’s be honest: credit notes are easy to lose, ignore, or misapply. They arrive by email, get printed off, then sit on a desk until someone remembers them – or doesn’t.
Now, you can capture them just like bills and POs. Scan or upload the credit note, and ApprovalMax Capture will extract the key details and run it through your approval workflow.
You’ll never miss out on a supplier credit again. Better still, it’ll be fully traceable and logged in your audit trail.
Why this matters
These aren’t just nice-to-haves. They solve real problems and if you’re still handling these docs manually, you’re at risk of:
Mistakes in data entry
Delayed approvals or missed credits
Wasted time chasing documents
And worst of all? Oversights like this cost you real money. An audit analysing over 2.3 million invoices for a major company led to the recovery of $1.9 million in overpayments and missed credits. This figure was three times higher than previous recovery efforts, demonstrating the potential financial benefits of diligent credit management1.
That’s why we built these updates – to stop things slipping through the cracks. It’s all about visibility, accuracy, and speed.
Already using ApprovalMax? You’re nearly there.
If you’re using Xero and already use ApprovalMax Capture, these features are ready for you.
Not using ApprovalMax Capture yet? You’re missing out on the easiest way to speed up data entry and approvals without adding tools to your tech stack.
Start with one document. Try it on your next PO. Then on your next credit note. It’s easy to build momentum once you see the time you’ll save.
Here's what you'll get:
Fast processing – Upload and extract in seconds
Fewer mistakes – Let ApprovalMax Capture handle the data
Cleaner workflows – Everything flows through one system
Better records – Full audit trails for every document
It’s fast, accurate, and easy – just like good financial controls should be.
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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Why ApprovalMax?
Strengthen your financial controls
Set up a system of checks and balances for your financial operations.
Automate your approvals
Multi-step, multi-role approval workflows for financial documents.
Simplify your next audit
Auto-generated audit reports for each approved item.
Detect and prevent fraud
Get alerts for fraudulent activity and protect against it happening.
Go completely paperless
Leave printing in the past with fully digitised workflows.
