At ApprovalMax, we believe paying suppliers across borders should be just as easy as approving a bill. Wallets help you move from approved to paid in one simple workflow.
You know the feeling of a "finished" job that isn't actually finished?
In a busy, growing finance department, the moment a bill is finally approved in ApprovalMax feels like a win. The coding is right, the stakeholders have signed off, and the data is synced with Xero. But for many teams, this is where the automation stops and the manual bridge begins.
If you’ve ever found yourself staring at a bank portal, cross-referencing CSV exports against approved invoices, or trying to calculate the real cost of a cross-border payment after the bank has taken its margin, you know that this final mile is where the most friction lives.
It’s the part of the process that feels the most disconnected from the modern, automated workflow you’ve built everywhere else.
The disconnect in the modern finance stack
When your business scales beyond a certain point, the gap between ‘Approved’ and ‘Paid’ starts to create real operational drag. It usually shows up in three ways:
The visibility gap on global spend: Paying international suppliers often feels like a guessing game. You see one rate in your workflow, but by the time the bank processes the payment, the hidden margin has shifted the numbers. It’s not just about the extra cost; it’s about the lack of transparency that makes reconciliation a headache.
The security of the Manual Bridge: The moment you export a payment file to upload it to a bank, your data leaves its secure environment. It’s a brief window of manual handling where errors can slip in or files can be misplaced. It’s the one part of your day where you’re forced to step outside your controlled audit trail.
The month-end reconciliation hurdle: We’ve all been there: chasing down payment confirmations from a bank portal to match them against the approvals in ApprovalMax. When your approval history and your payment execution live in two different worlds, month-end isn't just a task—it’s a puzzle.
A more connected way to move money
We believe that the payment shouldn't be a separate project; it should be the natural conclusion of your approval workflow. This is why we introduced Wallets within ApprovalMax Pay.
The goal wasn't just to add a feature, but to close the loop on the entire process.
Bringing transparency to international business Instead of navigating opaque bank rates, you can hold funds in 35 currencies and pay like a local. It means the rate you see is the rate you get, and those cross-border margins stay in your business rather than being lost to bank surcharges.
One continuous audit trail By executing payments from the same place you approve them, you maintain a single chain of custody. You don't have to bridge the gap between a CSV and a bank statement because the payment and the approval are permanently linked. It turns a manual audit into a digital certainty.
Reclaiming your payment runs By removing the need to bounce between Xero, ApprovalMax, and bank portals, you're not just saving a few minutes per invoice. You're removing the mental load of switching screens and the constant double-checking of manual data entry.
Closing the loop with ApprovalMax Pay for Xero
Whether you are overseeing the entire function or managing the day-to-day AP runs, the objective is the same: a process that is secure, transparent, and—above all—simple.
Setting up a Wallet shouldn't feel like another massive implementation project. We’ve focused on making the configuration and the KYB process as straightforward as possible, so you can stop managing workarounds and start moving money with the same confidence you move data.
Wallets is available to Xero customers in the UK now. Join our upcoming webinar to explore how ApprovalMax Pay connects your workflow.
Kasia Bargielowski-Foster specializes in bridging the gap between complex product capabilities and real-world impact. Translating what a product does into why it matters, ensuring that every update is rooted in delivering genuine value to the customer.
