# How to move your approval rules from ApprovalMax to Pulsify

Download your ApprovalMax workflows as PDFs and export a request report. Clear the open queue. Rebuild each rule as a row on the Pulsify approval board, test with Try an invoice, then run one week in parallel before you cancel.

## Short answer

1. Export your ApprovalMax workflows (PDF) and a request report.
2. Clear the open queue so nothing is half approved.
3. Rebuild each rule as a row on the Pulsify approval board.
4. Test with Try an invoice, run a week in parallel and cancel.

The longer story is in [Switching from ApprovalMax to Pulsify](/blog/switching-from-approvalmax-to-pulsify/). To compare first, read [ApprovalMax vs Pulsify](/blog/approvalmax-vs-pulsify/) and the [ApprovalMax alternatives](/blog/approvalmax-alternatives-australia-2026/).

## Before you start

- Admin access in ApprovalMax and in Pulsify. Only Admins can edit the Pulsify approval board.
- Your approval matrix: who approves what, by amount, supplier or account.
- Your team as users in Pulsify. See [invite your team](/guides/invite-your-team/).

## The manual way in ApprovalMax

1. Open your organisation in ApprovalMax. Under Workflows and settings, open Approval workflows. Download each workflow as a PDF. ApprovalMax says this is for audit purposes.
2. Go to the Reports tab and choose Request reports, then New report. Leave filters on "Any value" and "Any date" and tick every column, so the export is complete. Organisation Administrators can export CSV.
3. Work through the queue. Approve, reject or return every open request.
4. Keep the exports with your audit records.

Limits: ApprovalMax says reports for deleted users are not available. Take exports before you remove anyone.

## The Pulsify way

1. Connect Xero in Pulsify. Every company starts with a default rule where any Admin or Approver can approve.
2. Open Approvals in the sidebar. Admins only. Add a step for each approval level.
3. For each rule add a row. Set the conditions: supplier, an amount range, GL account or a tracking category such as job. Amounts include GST.
4. Pick who approves: a role, a person or a team. Teams are set up under Settings > Teams. Choose whether one of them approves or everyone signs.
5. Set a backup approver on step 1. It is asked when no row matches. An optional Review step can come first.
6. Add auto-approve rules for low-risk bills if you want them. Use Try an invoice to test, then Save board.

Named approvers, teams and more than one step need the Approval Workflows add-on. Approve, reject, send back and every action are logged on the bill.

## Worked example

Example Plumbing Supplies has these ApprovalMax rules:

| ApprovalMax rule | Pulsify row |
|---|---|
| Up to $2,000: Office Manager | Step 1, amount up to $2,000, approver: Office Manager |
| $2,000 to $10,000: Finance Manager | Step 1, amount $2,000 to $10,000, approver: Finance Manager |
| Over $10,000: Finance Manager then Director | Step 1 Finance Manager, step 2 Director, amount over $10,000 |
| Rent supplier: Director only | Step 1, supplier is the landlord, approver: Director |

The bookkeeper runs a $12,500 test bill through Try an invoice. It asks the Finance Manager and then the Director, as the old rule did. Nothing is saved.

## Common mistakes

- Leaving requests in ApprovalMax. You end up with approvals recorded in two places.
- Copying thresholds without checking GST. Pulsify amounts include GST. Check whether your old thresholds did.
- Forgetting the backup. Step 1 needs a backup approver for bills that match no row.

## Next step

[Try an invoice](https://app.pulsify.tech/sign-up) on the approval board. Related help: [approval workflows](/guides/approval-workflows/) and [invite your team](/guides/invite-your-team/).

## Common questions

### Do my old ApprovalMax approvals disappear?

They stay in ApprovalMax until you cancel, so export your reports and workflow PDFs first. Approved bills already in Xero stay there. New approvals are recorded in Pulsify's activity log on each bill.

### Can Pulsify route by amount and supplier?

Yes. Each row on the approval board can match on supplier, amount range, GL account and tracking category such as job. A row asks a role, a person or a team to approve.

### Does multi-step approval cost extra?

Every company has a default rule where any Admin or Approver approves. Named approvers, teams and more than one step need the Approval Workflows add-on. Ask us for current pricing.

Source: https://www.pulsify.tech/how-to/move-your-approval-rules-from-approvalmax-to-pulsify/ (last checked 2026-10-19)