Approval Max - Great software for approval workflow
Rating: 9 out of 10
IncentivizedUse Cases and Deployment Scope
we use approval max to ensure invoice/ purchase order is send to respective manager dependent on program codes/division codes/ General ledger codes.
Pros
- choice based on Program codes / division codes - we use Xero accounting system and we have 22 program codes and 11 divison codes ; once invoice is entered in Xero depending on relevant program code and divison code, Approval max automatically send invoice to relevant person depending on approval workflow process . One manager could be handling multiple divison and program codes; if our approval work flow process is properly designed - it is accurate in sending invoice to relevant manager.
- invoice can also send to various managers based on General ledger codes ; this flexibility makes useful when manager is handling only certain nature of expenses regardless of program codes / divisionl.
- Approval process can also be designed based on level of amount ; and level of amount is derived from our Delegation policy. it makes audit of application of delegation policy easy ; we give copy of delegation policy and print of approval work flow process to auditor.
Cons
- date and time of change in approval process ; for example if Mr. A was responsible for all expenses above $1000 in Oct 23 and from Nov 23 it is changed to $5000 . in Dec 23 if it is checked - it will show approval limit of $5000 ; but will not show from which date limit was changed. Auditor always asks this question when the limit was changed in approval max - we cannot prove it.
- If there is audit trail of who made the changes , when and what changes were made ; will be good.
- when we are in main page of seeing invoices awaiting approval - there are hundreds of invoices - searching for one invoice from particular supplier is very cumbersome job - we have to go by each and every invoice in order to find that invoice ; it will be good if we have search function on main page itself ; in current scenario we have to go to report section - input all filters and than search for that particular invoice.
Likelihood to Recommend
As mentioned previously - able to send invoice based on amount , program code and division code ,supplier is very useful feature ; If an invoice does not fit into approval process than it is rejected and an email is received mentioning the reason.
PS
Prashant Somaiya
Team Leader - Accounts in Finance and Accounting at Awabakal Ltd (51-200 employees)
Vetted Review
3 years of experience