We've changed the way we charge - and it's fairer for everyone

The price you pay for software should reflect how you use it.

That’s the simplest way I can put it, and it’s the reason that my team and I have spent the last twelve months reassessing how ApprovalMax charges for its product.

From August 2026, all current ApprovalMax customers move to tiered usage-based pricing - a model where your plan is sized to match how you actually use the platform: the number of approvers in your account and the documents you process each month. If your business grows and your usage grows with it, your plan reflects that.

It’s a change we’ve wanted to make for a while. The product is now at a point where it makes complete sense.

 The thinking behind our new pricing 

Under a single flat rate, every customer pays the same regardless of usage - a customer processing 20 invoices a month pays the same as one processing 2,000. Usage-based pricing simply aligns what you pay with how much you use the platform. It’s a fairer model: lighter users aren’t covering costs beyond their own activity, and pricing scales naturally with the value customers get as their usage grows.

We’re continuing to invest heavily in the platform. ApprovalMax is approaching its tenth year and has evolved significantly - what began as a core approval workflow tool now spans a much broader set of AP and AR capabilities: Matching, Capture, Payments FX, and expanding that keeps growing. Usage-based pricing supports that ongoing investment, helping us keep the roadmap moving for every customer.

And we’re not alone in making this move. A number of software companies we respect have shifted recently. The accounting and finance profession has been having its own version of this conversation for years, moving away from models that feel safe but don’t reflect the value being delivered. We’re doing the same. 

 What this new plan looks like for you

The new plan is determined by two things: your plan type (the Standard, Advanced, or Premium plans you are on now) and a plan size (Small, Medium, or Large) based on your actual usage.

If you exceed your document limit in a given month, overage is billed automatically — you stay on the plan you chose, with no forced upgrades. The Large plan includes unlimited approvers.

If you are a new customer in the UK, Australia, or New Zealand, you’ll start on our new pricing model from day one, with clear tiers and no surprises. ApprovalMax Capture is fully included, and UK customers on Xero will also have access to ApprovalMax Pay with Open Banking. We'll use your free trial data to recommend the right plan size for you.

New customers in the EU, North America, and other regions will remain on our current pricing model until the rollout reaches these markets later this year.

If you are an existing customer, you don’t need to do anything today. Your move to the new model will begin from 3 August 2026 and will happen on your subscription renewal date. 30 days before that, you’ll receive notice of your recommended plan, the projected subscription price, and an alternative option to choose if available. ApprovalMax Capture - previously a paid add-on - is included across all plans without additional charge. UK customers on Xero also get ApprovalMax Pay with Open Banking included.

Accounting Partner, NFP, and annual discounts you already have will carry over.

We are also removing the discounts associated with multi-org plans. Those discounts existed to compensate for the flat-rate model - under tiered pricing, your bill is already sized to the documents and approvers you use across your organisation, so the workaround is no longer needed.

Customers on QuickBooks, and customers outside the UK, move to the same tiered model. Region-specific feature availability (such as Open Banking) is set out in the FAQs.

For the full detail on how overages work, what counts as an approved document, and how to read your usage page, see the full FAQs.

 On predictability

Flat-rate pricing feels predictable but limits the ability to continue investing in the product, and it isn’t fair for lower-volume users. Under the new pricing, your plan is sized to your actual usage, overages are handled automatically, and you can see exactly what’s driving your costs. You’ll always know what you’re paying and why. And you get more, as ApprovalMax Capture is fully inclusive.

 Where we’ve landed

We’ve been running tiered usage-based pricing with new customers in the UK since March and in APAC since May. Every new customer has come onto the new model, and over half of them have chosen Medium or Large plans - choosing a higher-priced plan to reflect their usage and the value they associate with ApprovalMax. The single piece of feedback we keep hearing is that it feels fair.

And that’s been our aim throughout this whole project.

If you have questions about your plan, you can reach out to us.

Existing customers will receive direct communication ahead of any billing changes. Migration begins August 2026.