01 · Install
Get the ApprovalMax app
Install the official app on the phone you use for work.
iPhone
App name: ApprovalMax
Developer: ApprovalMax Germany GmbH.
The current listing requires iOS 16 or later. Follow the App Store’s compatibility advice for your phone.
Android
App name: ApprovalMax
Publisher: ApprovalMax.
Open the listing on your phone to check compatibility, then install or update the app.
The app is free to download. Static manages the organisation subscription. You do not need a Xero account or a personal accounting subscription.
Using a computer or tablet?Use ApprovalMax in a web browser. Use the native app on your phone.
02 · Join
Accept Static’s invitation
Your email address connects your login to the access Static has prepared for you.
- Find the ApprovalMax invitation sent to your email. Check junk or spam if it is missing.
- Open the invitation and complete your account setup. Use the same email address that received the invitation.
- Open the ApprovalMax app and sign in with that account. Complete any verification requested. If you already use a sign-in provider for this same account, use that method consistently.
- Select Static Solar & Electrical, or the company name shown in your invitation.
- Check that you can create a Bill and choose your own supplier name.
If it asks you to register a company or connect Xero: stop and contact Lewis. You need to join Static’s existing organisation through your invitation. Static handles the company connection and your permissions.
03 · Settings
Turn on the updates you need
A returned claim or question is easier to fix when you see it promptly.
Phone notifications
Allow ApprovalMax notifications when prompted.
iPhone: Settings → Notifications → ApprovalMax → Allow Notifications.
Android: Settings → Notifications → App notifications → ApprovalMax. Turn notifications on. Menu wording can vary by phone.
Email notifications
In ApprovalMax’s browser version, open your avatar → My Profile → Notifications. Enable instant updates for your requests, including approvals, rejections and comments.
Check that the account email is the one you actually monitor.
Attachments and connection
When attaching evidence, allow access to the selected photo or file. Allow the camera if you choose to take a photo. Use a stable internet connection when submitting and confirm the claim appears in your submitted requests.
Before your first Friday claimConfirm the company, supplier name and available items are correct. Ask Lewis to fix missing access or incorrect items. Keep the app updated through your phone’s app store.
04 · Enter
Build your weekly claim
Have your work dates, client references and any required invoice or supporting evidence ready before you start.
- Open ApprovalMax and select Static. Tap New request and choose Bill. Enter the details manually for your weekly claim.
- Choose your supplier name. If another person’s name appears or yours is missing, contact Lewis before submitting.
- Enter the claim date and check the due date against Static’s agreed payment terms. In Reference, use your supplier code and the week-ending date, for example SETTER-001-2026-09-18.
- Add your day-rate item. Enter the number of days worked in Quantity and include the dates in the description.
- Add the five-day bonus only when you meet the agreed eligibility.
- Add one line per client commission. Select the relevant commission item and put the client name plus job or sale reference in the description. Use the combined solar-and-battery item for a combined sale.
- Check the rates that appear against your agreement. Keep the account and tax settings supplied by Static. Ask Nicole about a mismatch rather than guessing.
- Attach the invoice or evidence Static has asked for. Add a short note if an approver needs context.
The following screenshots show the browser form in GetInFlo with John Smith (Setter) as the example supplier. Your account will show Static and your own supplier. Phone layouts can differ; use the same fields and information.
What belongs on each line
| Claim type | Description to include | Quantity |
|---|---|---|
| Days worked | Your work dates | Days worked |
| Eligible bonus | The qualifying week | 1 |
| Client commission | Client name + job/sale reference | 1 per sale |
05 · Submit
Check it once, then send it
Your claim is ready when Lewis and Nicole can understand every line without having to chase you.
- Your supplier name and week-ending reference are correct.
- The dates and quantities match the work completed.
- Each commission has its own client name and job or sale reference.
- Rates, total and attachments are correct.
- You have not already submitted a claim for the same week.
Tap Submit for approval. If a duplicate warning appears, check the existing claim before continuing. A saved draft has not been submitted.
While it is being approved
Lewis checks the work first. Nicole checks the accounting next. Open the claim to read its status and any comments. A comment or rejection notification means there may be something you need to do.
If it is sent back
Open the existing claim, read the reason, edit the details and resubmit it. Ask Lewis if you cannot find the correction option. Keep the correction on the same claim where possible.
Approved does not mean paid. Final approval sends the bill to Xero for Nicole’s payment process. For a payment question, give Nicole your claim reference. If you notice a mistake after approval, contact Nicole before submitting another claim.
06 · Help
Get the right person to fix it
Keep the claim reference handy so the team can find the right record.
I cannot sign in or see Static
Check you accepted the invitation and are using the invited email. Use the password reset option if needed. Ask Lewis to check your invitation and organisation membership if Static is still missing.
I cannot see Bill or my supplier
Ask Lewis to check your requester access. Do not create a new company, connect Xero or choose another person’s supplier.
A rate, item or commission looks wrong
Ask Lewis about work eligibility or the agreed rate. Ask Nicole about tax or invoice details. Include the client reference and explain the mismatch before submitting.
I am not getting updates
Check ApprovalMax notification permission in your phone settings, your ApprovalMax notification preferences and your email junk folder. Make sure your invitation was accepted and account setup completed.
My approved claim has not been paid
Contact Nicole with the reference, week-ending date and amount. Do not submit the same claim again to chase payment.
Each week: enter, check, submit, follow up.Lewis handles work approval and access. Nicole handles accounting details and payment.