By integrating Dext Prepare with ApprovalMax, users integrated with Xero and QuickBooks Online can easily process invoices, bills, and expenses, deduplicate, and auto-approve them for smoother routing and easier bookkeeping.
This article is relevant to the legacy Dext experience. You can access the article for the enhanced Dext experience here.
Important: To be able to integrate with an accounting software you must be assigned the Admin role. Reach out to your account administrator or accountant/bookkeeper to request access.
Using ApprovalMax with Xero
Before integration
- Check your ApprovalMax Organisation for an active Xero connection, or start a new trial Organisation and connect it to Xero. You can find more information on connecting ApprovalMax to Xero on this article.
- After doing this, set up and activate the Bill Review and Approval workflow, which is shown on this short video guide.
How to integrate
Once you have completed the two prerequisites within ApprovalMax, log into your Dext Prepare account on your web browser, and:
1. Navigate to the Connections section of the sidebar, then Integrations.
2. Find ApprovalMax for Xero in the list of Available softwares, then click the Connect button.
3. Follow the on-screen instructions and log into your ApprovalMax account when prompted.
4. Finally, you will see a confirmation that the connection has successfully been made. Click Finish.
5. Following the integration process Dext will sync and pull the Categories / Chart of Accounts from Xero.
How it works
Once you have integrated the software to work with ApprovalMax, this is how the integration will work to ensure you can process and approve documents faster into Xero. The process below all happens with the help of algorithms for speed and accuracy.
- After extracting the relevant invoice data, we will enter the information into bill fields and attach an invoice scan to the digital invoice copy before publishing it to ApprovalMax for authorization.
- In ApprovalMax, each invoice is then routed to the appropriate manager with the specified authorization level, as determined in the system.
- Once approved via the web or mobile app, bills are assigned the ‘Awaiting Payment‘ status and published to Xero. A notification about the successful authorisation is sent to the specified address.
- A detailed audit report containing the approvers’ names and dates, among other data, is created automatically and attached to each approved document. It can then be accessed directly from Xero.
ApprovalMax with QuickBooks Online
Before integration
- Check your ApprovalMax Organisation for an active QuickBooks Online connection, or start a new trial Organisation and connect it to QuickBooks Online. You can find more information on connecting ApprovalMax to QuickBooks Online on this article.
- After doing this, set up and activate the Bill Review and Approval workflow, which is shown on this short video guide.
How to integrate
Once you have completed the two prerequisites within ApprovalMax, log into your Dext Prepare account on your web browser, and:
1. Navigate to the Connections section of the sidebar, then Integrations.
2. Find ApprovalMax for QuickBooks Online in the list of Available softwares, then click the Connect button.
3. Follow the on-screen instructions and log into your ApprovalMax account when prompted.
4. Finally, you will see a confirmation that the connection has successfully been made. Click Finish.
5. Following the integration process Dext will sync and pull the Categories / Chart of Accounts from QuickBooks Online.
How it works
Once you have integrated the software to work with ApprovalMax, this is how the integration will work to ensure you can process and approve documents faster into QuickBooks Online. The process below all happens with the help of algorithms for speed and accuracy.
- After extracting the relevant invoice data, we will enter the information into bill fields and attach an invoice scan to the digital invoice copy before publishing it to ApprovalMax for authorization.
- In ApprovalMax, each invoice is then routed to the appropriate manager with the specified authorization level, as determined in the system.
- Once approved via the web or mobile app, bills are assigned the ‘Awaiting Payment‘ status and published to QuickBooks Online. A notification about the successful authorisation is sent to the specified address.
- A detailed audit report containing the approvers’ names and dates, among other data, is created automatically and attached to each approved document. It can then be accessed directly from QuickBooks Online.