Improving efficiencies with a cloud based purchase order system

Segregation of duties is important for any business, but even more so as your company grows.

The delegation of work allows everyone to be more efficient, meaning the right skill levels can undertake the appropriate tasks and the company to continue to grow.

Approval Max is a Xero add on that allows the delegation of the purchasing and sales side of your business.

Staff can create purchase orders, which then pass through the bespoke approval matrix to ensure the purchase order is reviewed and approved by the right member of senior staff. Any changes can be done by the reviewer, or send back to the creator.

These can then seamlessly be emailed directly to the supplier from within Approval Max.

Once the invoice has been received from the supplier and posted onto Xero (we recommend using Receipt Bank for purchase invoice capturing) as ‘awaiting approval’ then Approval Max passes the invoice through your approval matrix to ensure the appropriate member of staff is reviewing and approving the purchase invoice.

You can also match the purchase invoice to the approved purchase order.

This is then moved to ‘awaiting payment in Xero’.

There is a similar process for sales invoices, where the Sales Order can be raised in Approval Max, reviewed by the appropriate member of staff and then emailed to the customer, all the while pushing this to Xero.

Approval Max will maintain an audit trail throughout, giving transparency to management.

For more information on Making Tax Digital, Cloud Accounting or any other aspect of Online services please see our Cloud Accounting page here.


Integrity is at the forefront of everything we do as we apply the strongest ethical and moral rigour across how we work and assist our clients.

At NR Barton we understand the importance of trust and through our integrity we make sure this underpins absolutely everything we do.

We like to do the best for our clients and this isn’t always easy. We aren’t afraid to use our integrity to confront difficult situations. We firmly believe that acting with our utmost integrity those difficult conversations will help to build our trust with our clients. Sometimes the difficult option is the best.

It is also our integrity that has helped us to build a strong local relationship in our market place and the thrive as a business for the last seventy years.

We’re here for the long term and our integrity will help us to achieve that.