You might think that manual invoice processing is a thing of the past, but that's not true. In fact, a report by Ardent states that 56% of businesses still process invoices manually. This process is time-consuming and inefficient, like trying to push a heavy stone uphill.

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No matter how hard the finance team works, they spend hours reviewing paper invoices, cross-checking them with purchase orders, and chasing approvals from busy department heads. This not only wastes time but also leads to high costs, with manual invoice processing costing up to $16 per invoice. Worse, human errors can lead to duplicate payments, compliance issues, and strained vendor relationships.

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So, what can businesses do to escape this cycle and speed up their accounts payable process? Well, the answer lies in using accounts payable automation software. This software automates tasks like scanning invoices, matching them to purchase orders (PO), and routing them for approval, reducing manual work and errors.

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But with so many accounts payable automation software options available out there, it can be difficult to select the right one. To help narrow down your options, we've compiled a list of the best accounts payable automation software in this article.

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What Is Accounts Payable Automation: Everything You Need to Know

Accounts payable automation software simplifies managing invoices, tracking expenses, and processing payments. It automates tasks like invoice matching, approval workflows, and payment scheduling, improving efficiency and accuracy. 

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The software extracts invoice details, checks for errors, and sends them for approval, cutting down on paperwork. It also keeps transaction records updated and ensures payments are made on time, helping businesses avoid mistakes and late fees. Most AP software integrates with accounting and ERP systems, making financial data easily accessible and organized. This integration helps prevent duplicate payments and supports better cash flow management.

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By automating these tasks, businesses save valuable time, reduce costs, and can focus more on important financial decisions, rather than getting bogged down by manual processes.

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Benefits of Account Payable Automation Software

Using accounts payable automation solutions simplifies financial operations and helps businesses work more efficiently. Here’s how.

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1. Saves Time and Makes Work Easier

Manually processing invoices means hours of data entry, chasing approvals, and fixing errors. AP automation software takes care of these tasks by automatically scanning invoices, matching them with purchase orders, and routing them for approval. What used to take days can now be done in hours, freeing up your payable team to focus on more important work.

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2. Helps Businesses Negotiate Better Pricing

Another important benefit of accounts payable automation software is that it offers valuable insights through detailed spend analytics, especially for SaaS tools. With this data, the payable department can pinpoint unnecessary or underused tools, consolidate subscriptions, and use this information to negotiate better deals and payment discounts with vendors.

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3. Eliminates Manual Payment Processing

Printing, mailing, and storing invoices all add up to unnecessary costs. AP automation eliminates the need for paper-based processes, reducing expenses on printing and storage. It also helps cut administrative costs by reducing the workload on finance teams so businesses can do more without hiring extra staff.

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4. Enhances Security and Prevents Fraud in SaaS Billing

Fraud and unauthorized charges are common in SaaS billing, especially with auto-renewals and multiple payment accounts. This is where accounts payable automation software proves useful. It provides multi-level approval workflows, ensuring payments are verified before being processed. It also detects unusual transactions, helping businesses prevent unnecessary or fraudulent charges. 

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5. Improves Cash Flow Management for Recurring Expenses

When businesses use multiple SaaS tools, it’s easy for payment schedules to slip through the cracks, leading to cash flow problems. AP automation software streamlines payable processes gives you real-time insights into your financial commitments, like subscription renewals, so you can plan better and stay on top of payments. This helps you avoid penalties and keep your cash flow steady.

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6. Reduces Errors and Prevents Duplicate Payments

Typos and missed details can lead to incorrect payments or even duplicate invoices. AP automation software reduces these mistakes by automatically checking invoices against purchase orders and payment records. If something doesn’t match up, the system flags it before a payment goes through.

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13 Best Accounts Payable Automation Software for 2025

Below are some of the best accounts payable automation software.

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1. Stampli

Stampli is a platform that simplifies accounts payable by automating key tasks like invoice capture, coding, and routing. It’s built to make invoice management more efficient and secure, especially for businesses that want to save time and reduce errors.

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Features

- Centralizes all invoice-related activities in one platform

- Integrates with over 70 ERPs through pre-built and Bridge integrations

- Uses artificial intelligence (Billy the Bot) to automate invoice capture, coding, routing, and fraud detection

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Limitations

- Cannot make payments directly from an international subsidiary’s bank account

- Lacks procurement features like PO creation and purchase request workflows

- Some users report payment delays with Stampli’s Direct Pay

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Pricing

Available on request

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G2 Rating

4.96/5

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2. Coupa

Coupa is a comprehensive spend management platform. It's designed to help businesses manage expenses, procurement, and supplier relationships in one centralized system. With its user-friendly interface and advanced analytics,  Coupa makes financial operations simpler and more transparent.

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Features

- Automates purchase orders, supplier management, and contract compliance

- Simplifies expense tracking with mobile receipt capture and policy enforcement

- Provides detailed spending analytics and reports

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Limitations

- Customization can be time-consuming and may require IT support

- Interface can be a little tricky to navigate, especially for new users

- Integration with existing systems is complex and may affect data consistency

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Pricing

Small teams: $499/month

Scaling teams: $549/month

Enterprises: $4,800/month

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G2 Rating

4.2/5

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3. SAP Concur

SAP Concur is a powerful tool for travel, expense, and invoice management. This account payable software automates expense reporting, vendor management, and invoice processing. It ensures policy compliance and offers a vendor payment optimization feature that reduces errors and ensures timely payments.

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Features

- Integration with SAP ERP systems

- Vendor payment optimization

- Global invoice capture and processing

- Policy compliance checks

- Advanced invoice approval workflows

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Limitations

- Can be complex to set up and use

- May not be cost-effective for small businesses

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Pricing

Available on request

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G2 Rating

4/5

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4. Oracle NetSuite

NetSuite is an all-in-one solution that connects finance, CRM, and e-commerce in a single platform. It's designed for businesses that need a unified system to manage various aspects of their operations seamlessly.

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Features

- Real-time financial visibility into operations

- Integrates with CRM and e-commerce systems

- Supports multiple currencies and tax regulations

- Customizable to industry-specific needs

- Scalable for growing businesses

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Limitations

- Expensive for small businesses

- Additional costs for customization

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Pricing

Available on request

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G2 Rating

4/5

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5. Bill

BILL (formerly Bill.com) offers a simple and efficient way for small and medium-sized businesses to manage their bills and invoices. It helps automate tasks like invoice approval and payments, saving time and reducing errors.

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Features

- Vendor management

- Recurring payments

- Approval workflows

- Automated bill payments

- Invoice management

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Limitations

- Not ideal for large enterprises

- Some users experience syncing issues

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Pricing

‍Essentials: $45/user/month

Team: $55/user/month

Corporate: $79/user/month

Enterprise: Custom pricing

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G2 Rating

4.4/5

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6. Xero

Xero is an intuitive cloud accounting software aimed at small businesses. It’s known for its easy-to-use interface and powerful features that help businesses manage their finances without the need for a full accounting team. It also supports multi-currency transactions and integrates with over 1,000 other business apps, making it ideal for businesses with global operations.

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Features

- Invoice capture and data extraction

- Bill scheduling and payment reminders

- Bank reconciliation

- Multi-currency support

- Over 1,000 integrations

- Mobile app for financial management

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Limitations

- The entry-level plan has restrictions on the number of bills and invoices.

- Each account is limited to a single organization.

- Project tracking and expense claims are only available in the Established plan.

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Pricing

‍Early: $2/month (usually $20)

Growing: $4.70/month (usually $47)

Established: $8/month (usually $80)

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G2 Rating

4.3/5

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7. Tipalti

Tipalti streamlines the AP process by automating invoice approvals and making international payments easier. It also offers tools for managing supplier information, ensuring compliance, and generating real-time financial reports.

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Features

- Supports multiple countries and currencies

- Integration with Optical Character Recognition (OCR) for invoice scanning

- Self-service portals for vendors and contractors

- Handles high transaction volumes efficiently

- Training resources to improve user adoption

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Limitations

- Implementation can be complex

- Expensive for small businesses

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Pricing

‍Starter plan: $99/month

Premium and Elite plans: Custom pricing

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G2 Rating

4.5/5

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8. Spendflo

Another best accounts payable solution is Spendflo, which offers robust features designed to manage software subscriptions and licenses. It automates invoice capture, categorizes them, and tracks renewal dates. The platform also easily integrates with payment systems to streamline the approval and payment process.

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Features

- Automatically captures and organizes invoices for SaaS subscriptions

- Sends reminders and alerts for upcoming renewals

- Provides insights and analytics on software spending

- Seamlessly integrates with major accounting software

- Helps manage and track vendor contracts for better oversight

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Limitations

- Primarily focused on SaaS-related expenses

- May need additional AP software for non-SaaS invoices

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Pricing

Spendflo offers custom pricing.

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G2 Rating

4.6/5

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9. Kefron

Kefron, headquartered in the UK, is an account payable automation software that integrates with any ERP or accounting system for invoice automation. It is used by mid-sized companies, small businesses, and large enterprises.

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Features

- Data extraction optimization

- Invoice and PO matching

- Document management

- Customizable workflows and approvals

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Limitations

- Limited filtering and reporting options

- Some users report slow platform performance

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Pricing

Available on request

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G2 Rating

4.1/5

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10. Airbase

Next on our list of the best accounts payable automation software is Airbase. This all-in-one spend management platform is designed to automate expenses, bill payments, and corporate cards for growing businesses. It offers built-in analytics and integrates with accounting systems like QuickBooks and NetSuite.

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Features

- Prevents overspending with built-in controls

- Maintains a vendor database with payment terms

- Provides audit trails for compliance

- Automates expense approvals and payments

- Offers analytics for tracking spending trends

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Limitations

- Lacks advanced vendor management tools

- May not suit enterprises with complex workflows

- Implementation process is long and tedious

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Pricing

Available on request

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G2 Rating

4.7/5

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11. Melio

Melio simplifies B2B payments, allowing small businesses to schedule and automate vendor payments. It integrates with existing tools and offers flexible payment options like bank transfers and cards.

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Features

- Automated payment scheduling

- Offers complete visibility with advanced analytics and reports.

- Customizable settings and user roles

- Integrates with existing business tools

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Limitations

- Not suitable for global businesses

- Limited features compared to competitors

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Pricing

Core: $21.25/month

Boost: $46.75/month

The initial plan is free

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G2 Rating

4.5/5

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12. Quadient

Quadient is another popular AP Automation tool with a beginner-friendly and intuitive interface. It comes with a long list of modules and exceptional capabilities. Not just that, it supports increasing workload and seamless integration with third-party legacy tools as well.

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Features

- Pre-built data models, dashboards, and reports for quick insights.

- Advanced strategic planning tools for better financial management.

- Automated invoice processing with dispute resolution support.

- Predictive analytics to assist in decision-making.

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Limitations

- Requires training to effectively navigate and use the platform.

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Pricing

Available on request

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13. AvidXchange

AvidXchange provides AP automation for mid-market companies, with solutions for invoice digitization, payment processing, and fraud prevention. It integrates with over 180 accounting systems.

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Features

- Invoice digitization, automatic coding, and approval routing.

- Offers customizable approval workflows for greater flexibility.

- Provides various payment methods, including virtual cards, ACH, and checks.

- Integrates with over 180 accounting systems to ensure seamless data exchange.

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Limitations

- It may be complex for smaller businesses with fewer AP needs.

- Some users wrote online that their customer support can sometimes be slow.

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Pricing

Available on request.

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G2 Rating

4.3 out of 5

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How Spendflo Can Help?

Spendflo can streamline your accounts payable automation by simplifying your procure-to-pay process, reducing manual effort, and improving financial control. With Spendflo, you can-

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‒ Manage all your procurement tasks on one easy-to-use platform, making supplier and purchase order management seamless and efficient.

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‒ Get a complete picture of your costs by tracking spending across vendors, reviewing pricing insights, and analyzing your expenses for smarter decisions, leading to cost savings.

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‒ Utilize powerful tools like usage data, reports on unauthorized tools, and contract comparisons to help you negotiate better deals and optimize vendor relationships while ensuring tax compliance.

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‒ Set up customizable approval workflows to speed up requisition and approval cycles while maintaining compliance with company policies.

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‒ Keep your supplier catalogs accurate and up-to-date, so you have the correct pricing and product details for smoother purchasing and lower processing costs.

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‒ Store and manage contracts directly in the platform, ensuring you’re leveraging the best terms and discounts from your suppliers.

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With Spendflo, businesses can reduce procurement costs by up to 41% and improve compliance by 3x. Interested in seeing how Spendflo can help automate your accounts payable process? Reach out today to schedule a demo!

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FAQs

‍1. What is an accounts payable automation platform?

It’s a tool that helps businesses process invoices and payments without all the manual work. Instead of entering data by hand and chasing approvals, the software scans invoices with purchase orders and sends them for approval. This makes the entire process faster and more accurate.

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2. How does it improve efficiency?

The accounts payable platform reduces paperwork, repetitive tasks, and manual data entry, resulting in fewer errors. Invoices are processed automatically, so finance teams don’t have to spend hours reviewing them. This saves time and allows them to focus on more important financial decisions.

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3. What should businesses consider when choosing software?

When choosing an AP software, look for key features like ease of use, pricing, and compatibility with existing systems. Besides, you should also look at customer support, security features, and whether the software can handle your specific needs, like managing multiple vendors or currencies.

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