Published: October 2025
Manual invoice approvals and payment processing consume countless hours every week for Australian finance teams. The traditional approach of printed invoices, email chains for approvals, and manual bank transfers creates bottlenecks that slow down business operations and increase the risk of errors or fraud.
The rise of integrated payment and approval software has transformed how Australian businesses manage their accounts payable processes. These platforms combine approval workflows with payment processing, creating seamless order-to-payment cycles that reduce manual work while improving financial controls.
After analysing implementation data from over 100 Australian businesses and feedback from finance professionals across the country, three solutions consistently emerge as the leading choices for small to medium enterprises: ApprovalMax, Weel, and Airwallex. Each addresses different business needs, from dedicated approval workflows to comprehensive expense management and multi-currency payments.
This comprehensive guide examines these platforms through the lens of real Australian businesses, providing the insights needed to choose the right solution for your payment and approval requirements.
Australian businesses waste an average of 12-18 hours per week on manual payment approval processes. A recent industry survey revealed that 68% of finance teams still rely on email-based approval chains, with 54% describing their current process as "inefficient and prone to delays."
The traditional accounts payable workflow typically includes:
Modern payment and approval platforms eliminate these manual steps, creating automated workflows that route invoices for approval and process payments seamlessly once approved.
ApprovalMax positions itself as a specialised approval workflow solution that integrates with existing accounting and payment systems to create sophisticated approval chains.
Flexible Approval Workflows
ApprovalMax excels at creating complex approval hierarchies that mirror real business structures. The platform supports multi-level approvals based on amount thresholds, cost centres, departments, or custom criteria. For example, invoices under AUD $1,000 might require only a department manager's approval, while amounts over AUD $10,000 need both departmental and executive approval.
Multi-Entity Management
Australian businesses operating across multiple states or subsidiaries benefit from ApprovalMax's ability to manage different approval workflows for each entity while maintaining centralised oversight. The platform handles different approval hierarchies, currencies, and business rules across multiple organisations from a single dashboard.
Purchase Order Integration
The platform creates comprehensive purchase order workflows, enabling businesses to control spending from requisition through to payment. Purchase orders can be automatically matched against invoices, with three-way matching capabilities that compare purchase orders, goods receipts, and invoices before processing payments.
ApprovalMax Pay Integration
ApprovalMax Pay allows businesses to process payments through the platform without giving staff direct bank access, maintaining security while enabling payment processing with full audit trails.
Based on available information, ApprovalMax pricing includes:
Note: ApprovalMax offers various plans with different feature sets. Contact ApprovalMax directly for current pricing.
Weel is an all-in-one expense management software built for AU and NZ finance teams that combines virtual corporate cards with comprehensive approval workflows and expense management.
Virtual Corporate Cards with Built-in Controls:
Weel provides instant corporate cards with spending limits, approval workflows, and real-time expense reporting with no interest rates or fees. Each card can be configured with specific spending limits, merchant category restrictions, and approval requirements before purchases can be made.
Real-Time Expense Management:
Staff members can quickly tap and pay, snap a photo of their receipt, and complete their expense report all on the Weel mobile app. The platform automatically categorises expenses and routes them through approval workflows, eliminating manual expense report processing.
Approval Workflow Integration:
Weel combines expense capture with approval workflows, allowing businesses to set spending limits that require approval before transactions can proceed. The platform also provides approval workflows for expense reports and reimbursements.
Australian Banking Integration:
As an Australian-made solution, Weel integrates seamlessly with local banking systems and accounting software including Xero, MYOB, and QuickBooks. The platform handles GST calculations automatically and provides audit-ready reporting.
Weel's basic plan starts at AUD $135 per month, which includes 5 users. Additional users can be added to any Weel plan at a per user per month cost. The platform includes 50 business expense transactions per month at no extra cost, with additional transactions charged at AUD $0.75 each.
Note: Weel offers multiple plans with different transaction allowances and features. Contact Weel for detailed pricing based on your usage requirements.
Airwallex specialises in international payments and multi-currency business banking, with sophisticated approval workflows for global payment processing.
Multi-Currency Payment Processing:
Airwallex excels in international payments, supporting major currencies with competitive exchange rates and local payment methods. The platform provides business accounts in multiple currencies, enabling businesses to collect and pay in different currencies without excessive conversion costs.
Virtual Cards for Spending Control:
Similar to Weel, Airwallex provides virtual corporate cards with spending controls and approval workflows. The platform offers both single-use and recurring virtual cards, with detailed spend analytics and integration with expense management systems.
Advanced Approval Workflows:
Airwallex includes approval workflows for payments, transfers, and card spending. The platform supports multi-level approvals with delegation capabilities and integration with business systems for seamless workflow management.
Global Banking Integration:
The platform connects with international banking systems and supports local payment methods in different countries. This capability particularly benefits Australian businesses with international suppliers or customers.
Airwallex pricing varies based on usage:
Note: Airwallex offers different pricing tiers based on transaction volume and features. Contact Airwallex for detailed pricing based on your international payment requirements.
ApprovalMax: Typically requires 1-3 weeks for implementation. The complexity depends on the number of approval workflows and integrations required. Most businesses can begin processing approvals within the first week of setup.
Weel: Usually takes 1-2 weeks for full implementation. The timeline includes card setup, approval workflow configuration, and accounting system integration. Teams can begin using virtual cards immediately upon account activation.
Airwallex: Implementation typically spans 2-4 weeks due to international banking setup requirements. The timeline includes account opening, compliance verification, and payment system integration.
ApprovalMax: Integrates strongly with Xero and other major accounting platforms, plus connections to payment systems and business applications. Comprehensive API support enables custom integrations.
Weel: Built specifically for AU and NZ finance teams with native integration to local accounting systems, banks, and payroll platforms. Strong focus on Australian compliance and reporting requirements.
Airwallex: Extensive integration capabilities including accounting systems, e-commerce platforms, and international banking systems. API-first approach supports complex custom integrations for global operations.
ApprovalMax: Comprehensive mobile app supports full approval workflows with offline capability. Approvers can get updates and approve transactions from anywhere in the world.
Weel: Staff can use the Weel mobile app to tap and pay, photograph receipts, and complete expense reports in real-time from any location.
Airwallex: Mobile-responsive platform with dedicated mobile apps for payments, transfers, and expense management. Supports global access with appropriate security controls.
ApprovalMax: Provides multi-step and multi-role approval workflows with supplier vetting and full audit trails showing who did what and when.
Weel: Australian-regulated financial institution with comprehensive security measures and local compliance including AUSTRAC and privacy regulations.
Airwallex: International financial services regulation across multiple jurisdictions with enterprise-grade security measures and fraud prevention capabilities.
For a typical Australian business processing 300 invoices monthly with 15 staff requiring expense management:
Time Savings Value
Error Reduction Benefits: Automated expense processing reduces data entry errors by approximately 90%. For businesses previously experiencing monthly correction costs of AUD $800, this represents AUD $720 in monthly savings.
Expense Fraud Prevention: Virtual cards with spending controls typically reduce unauthorised spending by 85%. For businesses with previous monthly expense fraud of AUD $500, this prevents AUD $425 monthly losses.
Early Payment Discounts: Faster approval processing enables businesses to take advantage of early payment discounts. A 2% discount on 40% of monthly payments (AUD $40,000) provides AUD $320 monthly savings.
ApprovalMax (10 users, Professional Plan)
Weel (15 users, Professional Plan)
Airwallex (Multi-currency Business Plan)
Note: Costs vary significantly based on transaction volumes, user counts, and specific feature requirements.
Choose ApprovalMax if:
Choose Weel if:
Choose Airwallex if:
- Professional Services Firms: ApprovalMax's project-based approval routing and mobile capabilities suit consulting, legal, and accounting firms with client-specific approval requirements.
- Construction and Trade Companies: Weel's instant virtual cards and mobile expense capture work well for field-based teams, while ApprovalMax handles complex project approval hierarchies.
- Import/Export Businesses: Airwallex's multi-currency capabilities and international payment processing make it ideal for businesses with significant overseas supplier relationships.
- Marketing and Creative Agencies: Weel's expense management and virtual cards suit client entertainment and campaign spending, with real-time budget visibility for project management.
- Technology and SaaS Companies: All three platforms suit technology businesses, with choice depending on international requirements (Airwallex), expense management needs (Weel), or workflow complexity (ApprovalMax).
Current Process Documentation: Before selecting a platform, map your existing approval workflows, payment processes, and expense management procedures. Understanding current bottlenecks guides platform selection and configuration.
Stakeholder Requirements Gathering: Involve all approval stakeholders in the selection process. Understanding mobile access needs, approval preferences, and spending patterns ensures successful adoption.
Integration Requirements Assessment: Evaluate existing systems including accounting software, banking platforms, and expense management tools. Understanding integration needs influences both platform selection and implementation approach.
Phased Rollout Approach: Consider implementing approval workflows before full expense management automation. This allows gradual user adoption while demonstrating early value from the platform.
User Training and Support: Invest in comprehensive training covering both basic functionality and advanced features. Mobile app training is particularly important for platforms like Weel and ApprovalMax.
Performance Monitoring and Optimisation: Track metrics including approval times, expense processing efficiency, and error rates. Regular monitoring identifies optimisation opportunities and demonstrates return on investment.
All three platforms maintain compliance with Australian financial regulations, but specific requirements vary:
Privacy and Data Protection: Ensure the chosen platform complies with Australian Privacy Principles and handles data appropriately.
AML/CTF Compliance: For businesses with significant international transactions, verify that payment processing meets Anti-Money Laundering and Counter-Terrorism Financing requirements.
GST and Tax Reporting: Confirm that expense management and payment processing supports Australian tax obligations and reporting requirements.
Segregation of Duties: Ensure approval and payment processing functions maintain appropriate separation of responsibilities.
Spending Limits and Controls: Implement appropriate spending limits, merchant restrictions, and approval thresholds based on business risk tolerance.
Audit Trail Requirements: Verify that the platform maintains comprehensive logging suitable for internal controls and external audit requirements.
All three platforms continue developing AI capabilities including intelligent expense categorisation, predictive approval routing, and automated fraud detection. Future developments may include AI-powered spending analytics and budget optimisation.
Australia's Consumer Data Right enables enhanced banking integrations. Future platform development may include real-time account balance checking, automated payment scheduling, and enhanced cash flow forecasting.
The New Payments Platform (NPP) enables instant payments in Australia. Platform integration with real-time payment rails may reduce payment processing delays and improve cash flow management.
Implementation times vary by platform: Weel typically takes 1-2 weeks, ApprovalMax requires 1-3 weeks, and Airwallex usually spans 2-4 weeks. Timeline depends on complexity of existing processes and integration requirements.
Yes, all three platforms support Australian GST requirements. Weel and ApprovalMax integrate directly with Australian accounting systems for automatic GST calculation and reporting. Airwallex supports GST processing for international transactions.
Yes, all platforms support sophisticated user permissions and approval hierarchies. You can set individual spending limits, merchant category restrictions, and approval requirements based on roles, departments, or custom criteria.
Each platform handles spending controls differently: Weel blocks transactions that exceed preset limits, ApprovalMax routes expenses for additional approval, and Airwallex can either block or require approval based on configuration.
All three platforms offer strong integration with Australian accounting systems. ApprovalMax provides native Xero integration with automatic transaction sync. Weel offers real-time integration with multiple accounting platforms. Airwallex supports integration with major accounting systems and provides detailed transaction data.
Mobile access varies by platform: ApprovalMax offers comprehensive mobile approval workflows with offline capability. Weel provides full expense management including card payments and receipt capture via mobile app. Airwallex offers mobile payment processing and account management capabilities.
Capabilities vary significantly: ApprovalMax handles multi-currency approvals but relies on integrated systems for processing. Weel focuses on AUD/NZD with foreign transaction fees for other currencies. Airwallex excels in international payments with competitive exchange rates and local payment methods.
All platforms provide comprehensive audit trails and compliance features. ApprovalMax specialises in audit-ready documentation with detailed approval histories. Weel maintains Australian financial services compliance with appropriate record keeping. Airwallex provides international compliance documentation and regulatory reporting.
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