Businesses using Xero and QuickBooks Online (beta) can add an extra layer of oversight in ApprovalMax with our new Review step – a feature that is used before the approval process begins to check the accuracy of each request to ensure it’s ready to enter the approval workflow. The Review step is a dedicated stage that gives you the opportunity to review and validate requests for data consistency, and it helps to minimise the risk of errors and potential fraud. Additionally, approvers can return requests to the Review step from any approval stage without rejection, ensuring necessary revisions are made for a smooth and efficient workflow.

Why the Review step matters

Many organisations need a review phase where various stakeholders, such as finance teams or bookkeepers, can assess requests like bills and purchase orders before final approval. This step ensures accuracy and better financial control, reducing errors and making processes smoother. Additionally, if a request returns to the Review step, it will undergo all the approval steps again, providing continuous and thorough validation.

Key features of the Review step

Customised request routing: Direct each request to the right reviewer based on criteria like suppliers, accounts, items, or tax codes using the Review matrix.

Feedback and adjustments: Reviewers can adjust, give feedback, and match bills to purchase orders before submitting them for approval.

Return for revision: Approvers can return requests to the Review step for further revision without rejection, ensuring all requirements are met before final approval.

Flexibility: The Review step is now a separate step and state in the workflow, applicable to all workflows (except for Credit Notes and Payments related workflows), ensuring that a request is only on approval after it leaves the Review step.

Approver recalculation: Approvers are recalculated after the Review step, allowing for more accurate and updated approval processes.

Comprehensive editing: All fields, not just line items, are editable during the review process, providing greater flexibility and control.

Setting up the Review step

1. Navigate to approval workflows: On the sidebar, select ‘Approval Workflows.’

2. Select workflow type: Choose the workflow type from the options available:

• Purchase Order workflow
• Bill workflow
• Quote workflow
• Sales invoice workflow
• Manual journal workflow
• Contacts workflow

3. Add Review step: Locate the plus sign between the Reviewers and Approvers columns. Click on this plus sign and select ‘Add Review step’ from the dropdown menu.

4. Customise Reviewers: Use the Review matrix to add reviewers based on your specific criteria.

How to use the Review step in your workflow

1. Create a Bill/Purchase Order: Generate your bill or purchase order within ApprovalMax as usual.

2. Submit for review: Fill in the necessary details and press Submit for Approval. The status will now change to ‘On Review.’

3. Review phase: During this stage, reviewers can:

• Edit the bill/purchase order to ensure accuracy.
• Match bills to corresponding purchase orders.
• Give feedback by adding comments and suggestions.
• Edit the bill/purchase order to ensure accuracy.
• Submit the request for approval once all adjustments are made and the review is complete.

Get started today

Optimise your financial workflows and simplify approval processes with ApprovalMax’s new Review step feature for businesses using Xero. It’s available for Advanced and Premium plans, as well as trial organisations (14-day free trial). For QuickBooks Online users, this feature is currently available in beta—please contact support for access.

For guidance on setting up and using the Review step visit our support page. Need additional assistance? visit our contact support.