Tutorial
How to: Manage approval workflows across multiple Xero files in ApprovalMax Best practices for multi-entity organisations as well as accounting and bookkeeping practices...
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t is quite common for organisations to have a number of entities that need to be handled separately. Therefore they set up separate Xero Organisations, and separate Xero files are used to capture and process the respective accounting data. However, an aggregated financial view across all entities is often
required for making a proper cash flow prognosis, setting local budget thresholds for departments and, not least important, enforcing the same financial controls across all the locations. ApprovalMax takes care of these needs by enabling multi-level and multi-role authorisation workflows, which automate the approval process and make paper redundant. Being pre-integrated with Xero, ApprovalMax facilitates seamless work with multiple Xero files. Support for Centralised Accounting For organisations that have a centralised accounting function but are set up as multiple entities with several Xero Organisations for each entity, Xero allows accessing and switching between these Organisations without having to log in anew.
Single Inbox for All Approval Requests
Similarly to Xero, ApprovalMax also keeps all Xero-connected Organisations under the same ApprovalMax account, which means you don’t have to log in and out every time you want to switch between Organisations. Ease of Use for Approvers: Single Inbox and Unified Notifications A key benefit of ApprovalMax for 18 / Issue 19
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Konstantin Bredyuk, CEO and Co- Founder, ApprovalMax With his roots in business process management and optimisation software development, Konstantin has delivered hundreds of spend management workflow setups to ApprovalMax clients worldwide. Konstantin has consulted multiple clients with profiles ranging from SMB to governments and industry tycoons, and holds unique knowledge of best case scenarios of company spend management and the most common process inefficiencies and fallouts both from the finance and technology perspectives.
Approvers is the single inbox, which shows all approval requests regardless of the Xero Organisation they originate from. That saves a lot of time because you don’t need to search for requests or switch between Organisations to find them. Both the web version and the mobile app provide this feature. Regardless of a document’s origin, Bills and Purchase Orders can be approved from the email notification – as long as you’re logged in with your email address and provided that you’re using the same email address for the different ApprovalMax Organisations. Additionally, a notification email is sent automatically to all Approvers across the various Organisations, with a summary listing all requests pending their decision. Again, a great time saver, relieving you of remembering open requests and searching for them across multiple Organisations. Simplified Purchase Order Raising ApprovalMax enables both raising Purchase Orders and approving them in the app. Once approved, Purchase Orders are pushed to Xero and also used for matching Bills and Purchase Orders in ApprovalMax.
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