Setup guide for Lewis
18 September 2026

ApprovalMax + Xero

Setter invoicing,
from claim to payment.

Lewis, this is the setup and weekly process for setters to enter their claims in ApprovalMax, for you to approve the work, and for Nicole to check the accounts before the bill reaches Xero.

Your role: connect the company, set the approval rules with Nicole and check the first claim from beginning to end. After setup, your weekly task is to review and approve each setter’s claim.

1Setter submitsDays, eligible bonus and a separate line for each client commission.
2You approveCheck the work, eligibility, quantities and rates.
3Nicole approvesCheck supplier details, coding, GST and supporting documents.
4Nicole paysThe approved bill arrives in Xero as Awaiting Payment.

The setter needs an invited ApprovalMax login. They do not need Xero access. The form lives inside ApprovalMax, accessed through its app or browser.

Screenshots show the GetInFlo configuration, with John Smith (Setter) as the example supplier. Jules appears in the setup and approval roles; use your own account and Nicole’s account when configuring Static.

Start the setupOpen the setter training guideDownload screenshots
01 · Connect

Connect ApprovalMax to Static’s Xero

Do the one-off setup in a desktop browser. Have Nicole available for the accounting choices.

  1. Sign in at ApprovalMax. Add an organisation for Static Solar & Electrical, or select it if it already exists.
  2. Open Workflows and settings → Approval workflows. Choose Connect for Xero. You can also connect from Organisation settings and connection.
  3. Sign in to Xero with the company account authorised to connect apps. Select Static’s correct Xero organisation, then authorise the connection.
  4. Back in ApprovalMax, confirm the connected company name. Open the Bill workflow.
You should seeXero-connected workflows, including Bills, inside the Static organisation.
If Static already uses ApprovalMax for other suppliers, inspect the existing Bill workflow with Nicole before changing it. A Bill workflow can affect more than setter claims. Keep the GetInFlo organisation separate.
02 · Prepare

Put suppliers and agreed rates in Xero

Xero holds the supplier contacts and reusable billing items. ApprovalMax brings those choices into the claim form.

One supplier contact per setter

In Xero, open Contacts. Reuse the correct existing contact or create one for the setter’s invoicing business. Nicole should confirm its legal name, contact details, payment terms and any required tax details.

The supplier belongs in Static’s Xero organisation. The setter’s ApprovalMax login is a separate user account.

Reusable purchase items

Open Xero’s Products and services, then New item. Add an item code, name, purchase description and agreed cost price. Use untracked purchase items for these services.

Nicole selects the correct expense account and tax treatment. Save each item, then pull the values into ApprovalMax.

Item codeDescriptionExample rate
DAY-SETTERSetter day$120
BONUS-5DFive-day bonus$100
DAY-LEADTeam lead day$200
COM-SOLARSolar commission$500
COM-BATTERYBattery commission$500
COM-COMBINEDSolar and battery commission$750
COM-LEADTeam lead sale commission$100

These are the amounts supplied for the example configuration. Confirm which rates apply to each role, when a commission is earned and the GST basis before using them for Static. Use the combined-system item for a combined sale.

Billing items in Xero. The catalogue supplies the item choices and default rates.Tap the screenshot to enlarge.
03 · People

Give each person their own login

You and Nicole approve claims. Each setter enters their own claim using an invited account.

  1. In ApprovalMax, select Static and open Workflows and settings → Users.
  2. Add Nicole and the setters using their own email addresses. Give setters ordinary User access, not Administrator or Auditor access.
  3. Send the invitations. Each person accepts their invitation and signs in to the existing Static organisation. They do not create another company or connect their own Xero.
  4. Keep an administrator responsible for the setup. Add you and Nicole as approvers in step 5 below, and each setter as a requester in step 4.
  5. Setters can install ApprovalMax on iPhone or Android and sign in using the invited email. Complete one claim on the actual phone before rolling it out to everyone.
You should seeSeparate user accounts in Static’s ApprovalMax organisation. Being invited alone does not define a setter’s allowed suppliers and items; configure those next.
04 · Control

Restrict each setter to their own supplier

The Requester matrix controls the values a person can choose while entering a bill.

  1. Open Approval workflows → Bill workflow. Under Create in ApprovalMax, select Add a Requester and choose the setter.
  2. Open the grid icon labelled Define the Requester rights in the Requester matrix.
  3. For that setter, set Supplier → Contact that matches and choose only their corresponding Xero supplier. Do not allow them to create new contacts.
  4. Set Item → Item matches and select the items applicable to that person’s role. Make Item mandatory. Set Account and Tax to the values Nicole has approved.
  5. Repeat for each setter. Click Done, then save or update the workflow. If Xero names have changed, use Pull values from Xero and check the saved selections again.
One login linked to one supplier. The Julian Dawson row illustrates a setter’s restricted access. The Jules Dawson row is the administrator. In Static, each setter’s login maps to that setter’s own business contact.Tap the screenshot to enlarge.
Use Nicole’s accounting choices. General Expenses and BAS Excluded are the values visible in the GetInFlo example. They are not a direction to use those settings in Static. Item rates prefill but can be edited, so approvals still check quantities and prices.
05 · Approve

Put your approval before Nicole’s

Keep the work check and the accounting check as two separate approval steps.

  1. In the Bill workflow, name the first approval step 1. Work approval. Add your account as the approver for setter claims.
  2. Add a second approval step called 2. Accounting approval. Add Nicole as the approver for setter claims.
  3. Ensure every setter claim goes through both stages. In a dedicated setup, each stage’s approver can approve everything. If there are other bill routes, scope the conditions with Nicole so existing routes are preserved.
  4. Open workflow settings and set the approval decision policy to Only the current step. This keeps the two decisions separate if someone participates in both stages.
  5. Use these two approval stages. A separate formal Review step is not needed for Nicole to check and approve the bill.
  6. Confirm the workflow ends with Authorisation in Xero. Save and activate the workflow, or select Update the workflow if it is already active.
The approval order. Setters create the bill, you approve the work, Nicole approves the accounting, then Xero receives it. Jules occupies both approval roles in this pictured configuration.Tap the screenshot to enlarge.

Add short instructions above the claim

In workflow settings, use Instruction for requesters. This is a starting point you can adapt:

Submit one weekly claim using your assigned supplier. Reference: [your supplier code]-[week ending YYYY-MM-DD]. Select the agreed items and enter days worked. Add a separate commission line for each client, including their name and reference. Check quantities and rates before submitting. Your claim goes through work approval, then accounting approval.
06 · Weekly

Have the setter enter one weekly claim

Once configured, the setter selects items, adds quantities and client details, then submits the claim.

  1. Open ApprovalMax, select Static, then choose New request → Bill.
  2. Select their assigned supplier. Enter the claim date, due date under the agreed payment terms, and a unique reference such as SETTER-001-2026-09-18.
  3. Add the day-rate item and number of days worked. Put the work dates in the description. Add the five-day bonus only when earned.
  4. Add a separate commission line for each client. Select the relevant commission item, then add the client name and job or sale reference to its description.
  5. Check the unit prices and total. Attach the supporting invoice or evidence Nicole requires, using the regular attachment option where appropriate.
  6. Select Submit for approval. If a duplicate warning appears, check whether the claim has already been submitted before proceeding.
The claim-entry form. The supplier and weekly reference identify who is claiming and which week the claim covers. This browser screenshot shows the same bill-entry process documented for the phone app.Tap the screenshot to enlarge.
A complete $1,950 weekly claim. Five days at $120 ($600), a $100 bonus, a $500 solar commission and a $750 combined-system commission. Keep each client commission on its own line.Tap the screenshot to enlarge.

Your weekly check

Open the notification or Requires my approval. Check days worked, commission entitlement, client references, quantities and rates. Approve when correct. Reject with a clear comment if the setter needs to fix it.

Nicole’s final check

Nicole receives the next approval. She checks the supplier, expense account, GST, invoice evidence and total. Her approval releases the bill to Xero. A rejected claim should be corrected and resubmitted through the approval process.

07 · Xero

Check the bill, then pay through the usual process

Final approval creates the payable bill. Payment remains a separate step for Nicole.

  1. After Nicole approves, open the claim’s Open in Xero link, or locate the reference in Xero’s bills.
  2. Confirm Awaiting Payment, the correct supplier, reference, amount, line items and due date. Check for an existing bill with the same claim reference.
  3. Open the attachments and check the approval audit report and any supporting files.
  4. Nicole pays through the company’s normal Xero and banking process, then reconciles the payment as usual.
The resulting bill in Xero. The reference, supplier, four line items and $1,950 total have carried through. The approval audit report is attached. Payment is still a separate action.Tap the screenshot to enlarge.
The approval record travels with the bill. Xero holds the attached report showing the work approval and accounting approval. This example was submitted and approved by Jules.Tap the screenshot to enlarge.
Agree the invoice evidence once. Nicole should confirm what supplier invoice or other supporting document is required for these claims. ApprovalMax’s audit report records approvals; it does not by itself settle the supplier tax-invoice or RCTI requirements.
08 · Ready

Check one complete claim before adding everyone

Use one setter, your account and Nicole’s account to confirm the actual working process in Static.

0 of 8 complete

Checklist progress is saved only in this browser. It is a personal setup aid, not a shared approval record.

If something does not look right

A setter cannot create a bill

Check they accepted the invitation into Static, have User access, are added under Create in ApprovalMax in the Bill workflow, and that the saved workflow is active.

The supplier or item is missing, or has its old name

Confirm it exists and is active in Xero. In the Requester matrix, pull values from Xero, reselect the current value if needed, then click Done and update the workflow. Reopen the form from the setter’s login.

A bill goes to the wrong approver or skips a stage

Inspect the two approval stages and their matrix conditions. Every setter claim needs an approver in each stage. Check that the approval decision policy is Only the current step.

An approved claim has not appeared in Xero

Check the claim for a sync error and confirm the Xero connection. Search Xero for the exact reference before creating another bill. Resolve the reported validation or connection problem, then verify the existing claim’s result.

Then add the rest of the settersRepeat the user invitation and requester mapping for each person. Give them the weekly instructions and start using the same process each week.

Product references

These links explain the native features used in this guide. Screenshots were captured from the configured GetInFlo system.

Connect XeroRequester restrictionsBill creation and Xero destinationPhone appsCurrent plans and pricing

Choose the plan for the actual volume of approved documents and features required. Confirm the current AUD price and allowance before subscribing.

Screenshot