Every month, accounting firms spend hours manually handling ApprovalMax disbursements—sorting charges, generating invoices, and ensuring all costs are accounted for. This manual process not only eats into valuable time but also increases the risk of missed charges. Rechargly offers a smarter way.

Alex Millar
Co-founder & CEO
In this article
Software disbursements

Automate ApprovalMax Disbursements Effortlessly with Rechargly

Managing disbursements for ApprovalMax manually can be a slow process. Each month, you receive a single invoice covering multiple clients, but before you can recover those costs, you need to:

  • Identify which clients are included
  • Create separate invoices
  • Send them out and reconcile everything manually

This manual disbursement process is full of admin, making it harder to stay on top of billing and ensure all costs are passed on correctly. However, there’s an easier way to do it.

This blog covers the common challenges accountants face around disbursements, and how Rechargly automates ApprovalMax disbursements to save time and improve billing accuracy.

Why Automate your Manual ApprovalMax Disbursements

When you receive an invoice from ApprovalMax, you’re faced with a common question: how do you allocate the right charges to the right clients quickly and without errors?

Because these invoices often include multiple organisations, manually tracking each charge is tricky. Without automation, firms run into these problems:

  • Missed charges: Manually mapping charges across multiple clients increases the risk of missing billable items.
  • Time-consuming reconciliation: Reviewing ApprovalMax invoices, mapping them to clients, and reconciling costs in Xero takes time—time that could be spent on higher-value tasks.
  • Billing delays: Late invoicing means delayed client payments, which can disrupt cash flow.

Automate ApprovalMax Disbursements Effortlessly with Rechargly

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How Rechargly Automates ApprovalMax Disbursements

Rechargly eliminates manual tracking of ApprovalMax charges, so every cost is allocated correctly. Here’s how it works:

  1. Forward ApprovalMax invoices automatically: Set up an inbox forwarding rule so every ApprovalMax invoice is automatically sent to Rechargly for processing.
  2. Upload the ApprovalMax CSV file: Export your monthly software usage data from ApprovalMax and upload it into Rechargly. The system ensures the software fees are categorised correctly by using pre-built formatting templates.
  3. Map charges to specific clients: Rechargly automatically matches charges to the right clients, removing the need for manual entry and reducing errors.
  4. Generate invoices and collect payments: Once reviewed, Rechargly automatically generates invoices and syncs them to Xero for reconciliation, ensuring smooth cash flow.

Oxygen Advisors’ Success Story with Rechargly

Chris Morgan of Oxygen Advisors knew that manually managing disbursements, such as for ApprovalMax was becoming a roadblock for his team. Tracking software expenses across multiple clients was slow, error-prone, and costly.

To test Rechargly’s software cost recharging solution, he shifted this process to Rechargly—and the impact was immediate. Manual tracking was replaced with automation, saving time and reducing billing errors. Encouraged by the success, Chris now manages all ApprovalMax disbursements exclusively through Rechargly.

This shift was a strategic move that led to noticeable improvements in both client satisfaction and internal efficiency.

Take Control of Your ApprovalMax Disbursements

Recharging ApprovalMax costs from clients should be simple. Automate the entire process with Rechargly and:

  • Ensure every ApprovalMax charge is allocated correctly
  • Speed up invoicing and cash flow
  • Eliminate manual reconciliation in Xero

Start automating ApprovalMax disbursements with Rechargly today.

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Alex Millar
Co-founder & CEO

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