ApprovalMax has launched ApprovalMax Pay for US businesses using QuickBooks Online, allowing finance teams to approve vendor bills and release payments within the same workflow. Announced at Intuit Connect in Las Vegas, the service extends approval controls to payment execution and syncs completed payments back to the accounting system.
The launch addresses a handoff in accounts payable: a bill is approved in one application, but payment is entered separately through a bank portal or another service. ApprovalMax connects those steps, keeping a record of who approved the bill and who authorized the release of funds.
Connecting approved bills with payment authorization
According to ApprovalMax, each payment is linked to its approved bill and, where applicable, the associated purchase order. Approved bill information carries into the payment workflow, reducing the need to enter the same details again.
Role-based permissions separate who can prepare, approve and release payments. The company says two-factor authentication is required to release funds, and bills changed after approval must be approved again before payment.
ApprovalMax also compares vendor payment details with those used for the last successful payment, flagging new or changed details for review before funds are released. Payment activity is recorded alongside the approval history, providing a connected audit trail through to the completed transaction.
Users pay from prefunded wallets, allowing payment staff to work with an allocated balance without needing access to the company’s bank portal. Completed payments sync back to QuickBooks Online, where bills are automatically marked as paid to support reconciliation.
ACH and real-time vendor payments
ApprovalMax says US businesses can pay vendors by ACH or Real-Time Payments (RTP), individually or in batches. The service can operate alongside existing payment methods, so finance teams do not have to move every payment process into ApprovalMax.
Wallets support payments in more than 30 currencies. For overseas vendors, the company offers payments through local payment networks where available, with SWIFT used for other destinations.
There is no additional Pay subscription, maintenance or wallet-holding fee, and USD wallet top-ups are free. Transaction fees are shown before payment. ApprovalMax’s product page lists Pay as available across its Standard, Advanced and Premium plans for eligible US QuickBooks Online businesses.
US launch follows UK rollout
ApprovalMax says UK businesses had made more than £98 million in successful payments through ApprovalMax Pay as of October 26, 2026. The total covers payments processed since 2025 through its Xero integration, including Pay Wallets and Open Banking.
The figure measures payment value processed through the service, rather than ApprovalMax revenue. The company has not disclosed an equivalent payment volume for the US launch.
ApprovalMax Pay is available to ApprovalMax customers using QuickBooks Online with a US entity and bank account. The company also offers the service to eligible UK businesses using Xero. Certain payment services are provided by The Currency Cloud Limited.
Sources
- ApprovalMax launch press release supplied to ERP News, dated October 27, 2026.
- ApprovalMax announces US launch for QuickBooks Online users
- ApprovalMax Pay features, eligibility and payment options
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