ApprovalMax is licensed per Organisation for any number of users, requests, and workflows.
If you want to use ApprovalMax in connection with your accounting software, please note that each ApprovalMax Organisation corresponds to one particular entity in your accounting system (Xero, QuickBooks Online, or NetSuite).
For example, if you have one Xero file, you'll need an ApprovalMax subscription for one Organisation. If you have 5 Xero files, you'll need an ApprovalMax subscription for 5 Organisations. If you retire a connected Organisation in your accounting system, you also need to retire the corresponding Organisation in ApprovalMax.
A retired ApprovalMax Organisation frees up a space in the very same subscription it had been assigned to and you can add a new Organisation instead. If you don’t want to assign a new Organisation in its place, you need to downgrade your subscription because the subscription billing won’t be reduced automatically. Only a subscription downgrade will adjust your monthly billing amount.
ApprovalMax offers different subscription plans. For details, please refer to Which subscription plan is the right one for me?.
Please note: data in ApprovalMax is always tied to an Organisation, not the subscription. This means that when you move an Organisation to a new subscription, all its data remains with the Organisation. Subscriptions themselves do not store or contain data; they simply provide access to the Organisation's data and features.