How to connect ApprovalMax to Binom: check the status of documents awaiting approval, and create orders and invoices alongside Xero. Available on request.
The ApprovalMax integration with Binom helps the finance team: your AI employee finds documents awaiting approval, suggests their status, and creates bills and purchase orders for approval in connection with Xero. ApprovalMax is available on request in the Binom dashboard: Integrations → More integrations → ApprovalMax.
What Binom can do in ApprovalMax
Binom here refers to your AI employee. After you connect ApprovalMax, it calls the service's actions when the conversation needs that data. You decide which actions are available to it. In the dashboard, each action is labeled: read (Binom only views data), write, or delete (Binom changes or deletes data in ApprovalMax).
| Section | What Binom can view | What Binom can change |
|---|---|---|
| Xero documents | Supplier bills, purchase orders, customer invoices, quotes, credit notes, batch payments | Creating and editing bills, purchase orders, customer invoices and quotes |
| QuickBooks and NetSuite documents | Bills, purchase orders, expenses, sales orders | No |
| Standalone documents | Documents and approval workflows | Creating, editing and submitting for approval |
| Companies and users | Organizations, user profiles | No |
Can Binom report the status of a document in ApprovalMax?
Yes. Binom finds a document, such as a supplier bill ("Get Xero Bill") or a purchase order ("Get Xero Purchase Order"), and reports its status.
An approval document from the conversation
An employee describes a purchase in the chat, and Binom creates a purchase order ("Create Xero Purchase Order") or a standalone document and submits it for approval ("Submit Standalone Document").
What access you will need
Connection method: sign-in via OAuth 2.0 (you log in to your service account and confirm access). Details for each method are shown in the "Authentication" block on the ApprovalMax page in the dashboard.
How to get the ApprovalMax integration
ApprovalMax is connected on request: first, the Binom team sets up the integration for your account. General catalog rules are described in the instructions how to connect a service from "More integrations".
- Open Integrations → More integrations, enter "ApprovalMax" in the "Search integrations" field, and open the ApprovalMax card.
- The "ApprovalMax integration for assistant" page will show the message "Integration available on request. Request it now, and we will set it up for you as a priority." The assistant here is your Binom. The "Authentication" block shows which access you will need, and the "Actions" list shows everything Binom can do in ApprovalMax.
- Click "Request integration". The message "Request sent. You will receive a notification when the integration is available." will appear, and the button will change to "Requested".
- A Binom setup specialist will contact you. When the integration is ready, a "Connect" button will appear on the ApprovalMax page.
- Click "Connect", go through the steps in the "Connecting ApprovalMax" window, and click "Done". After "Connecting…", the status will change to "Connected". If the message "Confirmation has not arrived yet. The connection may still complete: check again in a minute." appears, click "Check again".
How to choose what Binom can do in ApprovalMax
The connected integration does nothing until you allow actions. The dashboard says it directly: "Check the actions that the assistant may perform. Until you check something, it has no access to any of them."
- On the ApprovalMax page, check the actions you need in the "Actions" list. The "Filter actions" field helps you find them by name. The counter shows how many are selected.
- Check the "Ask before changing data" toggle. It is on by default: before any write or delete action, Binom will describe what it intends to do and wait for your reply.
- Click "Save". The message "Allowed actions saved" confirms the changes.
To start, "List Companies", "List Xero Bills", "Get Xero Bill" and "Create Xero Purchase Order" are enough. Add the change and delete actions when you are ready to let Binom make changes in ApprovalMax.
How to check that the integration works
- Start a new chat with your Binom, for example through the public chat link, ask about the status of a real document, and compare the answer with ApprovalMax.
Possible problems
Binom does not use ApprovalMax data in its answers
What to check: the ApprovalMax status says "Connected" and the required actions are checked (for example, "List Xero Bills").
What to do: check the actions and click "Save".
How to tell it is fixed: the message "Allowed actions saved" appears, and in a new chat Binom answers using ApprovalMax data.
"Could not save the request. Please try again."
What to do: click "Request integration" again. If the message keeps appearing, write to support@binomai.com with the name of your Binom and the integration (ApprovalMax).
How to tell it is fixed: the button shows "Requested".
"Integration temporarily unavailable – your request has been saved."
You don't need to do anything else: the request is saved, and you will get a notification when ApprovalMax can be connected.
"Reconnect needed"
What it means: "The service no longer accepts saved access, so the assistant does not use it."
What to do: open the ApprovalMax page under More integrations, click "Reconnect", and go through the connection window again.
How to tell it is fixed: the status shows "Connected".
"Could not start the connection. Please try again."
What to do: click "Connect" again. If the message keeps appearing, write to support@binomai.com with the name of your Binom, the integration (ApprovalMax), and a screenshot of the message.
How to tell it is fixed: the "Connect ApprovalMax" window opens.
"Available on a paid plan" instead of the connect button
The page will show "Available on a paid plan. Tell us what you need, and we will let you know when it launches." For what each plan includes, see the plans and subscription pricing page, and for how to switch plans, see the guide how to change or upgrade your plan. After changing your plan, go back to More integrations and open ApprovalMax again.
"You do not have permission to manage this section."
What this means: only users with the Owner or Admin access level can manage integrations.
What to do: ask the account owner to give you the Admin access level or to connect ApprovalMax yourself. More details: access levels for your team.
How to tell it's fixed: after you refresh the page, the integration settings open.
If the problem isn't resolved, write to support@binomai.com or send "I want to talk to a person" in the chat with Binom Tutor. Include the name of your Binom, the integration, and attach a screenshot of the message.
How to disconnect ApprovalMax
On the ApprovalMax page, click "Disconnect". The "Disconnect ApprovalMax?" window will show a warning: "The assistant will lose access to the service. To restore it, you will need to reconnect the integration and enter the access details again." Confirm, and the message "Integration disconnected" will appear.
Other common questions
Do I need a programmer to integrate ApprovalMax?
No. You request ApprovalMax in the Integrations → More integrations section, the Binom team sets up the integration, and then you connect the account yourself and choose the actions.
What's next
Updated October 21, 2026
