The Best Accounts Payable Workflow Software Solutions

Embark on a transformative journey through the realm of financial efficiency with our guide to the top accounts payable workflow software. 

In this article, we unveil a collection of cutting-edge tools designed to revolutionize the way businesses manage invoices, streamline approvals, and optimize payment processes. 

From seamless integration with existing systems to robust security measures, each software promises to elevate your accounts payable workflow. 

Join us as we explore the features that make these platforms indispensable, paving the way for enhanced accuracy, transparency, and productivity in your financial operations. To help you pick the right tool for your team’s needs, we’ve included lots of relevant information so you know exactly what to look for.

We’ll cover:

• Top 20 Accounts Payable Workflow Software
• What is Accounts Payable Workflow Software?
• Benefits of Using Accounts Payable Workflow Software
• What to Look For in Accounts Payable Workflow Software
• Steps in the Accounts Payable Workflow Process

Top 20 Accounts Payable Workflow Software

Sage Intacct

Sage Intacct is a cloud-based financial management software. Designed for scalability, it offers comprehensive features such as accounting, reporting, budgeting, and multi-entity management. With automation and real-time insights, Sage Intacct empowers businesses to streamline their financial processes and make informed decisions.

Key features:

• General ledger: Robust general ledger capabilities for accurate financial tracking.
• Accounts payable: Efficient management of vendor invoices and payments.
• Accounts receivable: Streamlined tracking of customer invoices and collections.
• Cash management: Comprehensive tools for effective cash flow management.
• Expense management: Capture, submit, and manage business expenses seamlessly.

Pros:

• Integrates with Ripling, SAP, Expensify, Pipefy, Adobe Commerce, and more.
• Tracks and manages financials for projects and initiatives.
• Manages the complete lifecycle of fixed assets.
• Tracks and controls inventory levels and transactions.

Cons:

• Even though there are a lot of integrations, they are difficult to set up.
• Fixing errors is really tricky.

DocuWare

DocuWare transforms document management with its versatile platform, optimizing workflows for businesses. Offering seamless digitization, storage, and retrieval of documents, it empowers efficient collaboration and compliance. With robust security measures, DocuWare simplifies data access, fostering productivity while ensuring integrity and regulatory adherence in document handling.

Key features:

• Version control: Tracking and managing document versions and changes.
• Document management: Digitization, storage, and retrieval of documents.
• Workflow automation: Streamlining and automating document-related processes.
• Secure storage: Safe and organized storage of documents with access control.
• Document capture: Scanning and digitizing physical documents for storage.

Pros:

• Quick and easy document search and retrieval.
• Offers accessibility and document management via mobile devices.
• Ensures regulatory compliance and data integrity.

Cons:

• Does not offer pricing information on the website.

NetSuite

NetSuite Financial Management is a comprehensive cloud-based solution that streamlines financial processes for businesses. It encompasses accounting, financial planning, and reporting, providing real-time insights. With features like automated workflows and customizable dashboards, NetSuite enhances efficiency and facilitates informed decision-making for organizations.

Key features:

• Unified platform: Integration of financial processes into a single, cohesive platform.
• Real-time visibility: Provides up-to-the-minute insights into financial data.
• Automated workflows: Streamlines and automates financial tasks.
• Multi-currency management: Supports transactions in various currencies.
• Billing and invoicing: Efficient billing and invoicing capabilities.

Pros:

• Integrates with Salesforce, Shopify, Cube, WooCommerce, and more.
• Ensures accurate revenue recognition in compliance with standards.
• Offers comprehensive financial planning tools for forecasting and budgeting.
• Helps adhere to tax regulations with automated features.

Cons:

• The reporting capabilities are limited.
• It takes time to learn all the features.

FreshBooks

FreshBooks is a cloud-based accounting software designed for small businesses and freelancers. It simplifies invoicing, expense tracking, and financial management. With user-friendly features and automation, FreshBooks helps users streamline their accounting processes and make informed business decisions.

Key features:

• Estimates: Generate estimates for client projects and services.
• Financial reporting: Access a variety of financial reports for insights.
• Bank reconciliation: Simplify the reconciliation of bank transactions.
• Project management: Track and manage projects, tasks, and timelines.
• Online payments: Accept online payments securely from clients.

Pros:

• Integrates with Trello, WordPress, Mailchimp, Salesforce, Calendly, and more.
• Automates reminders for overdue invoices.
• Sets up recurring billing for subscription-based services.
• Accepts credit card payments for invoices.

Cons:

• Clients can’t make payments through invoices.
• The system occasionally crashes and can lose some data.

Xero

Xero is a leading accounting software that streamlines invoicing, expense tracking, and reporting. With cloud-based accessibility and a focus on user-centric design, it empowers businesses to efficiently manage finances, fostering growth and success.

Key features:

• Online payments: Accepts online payments through various gateways.
• Payroll management: Handles payroll tasks, including taxes and deductions.
• Inventory management: Tracks and manages inventory levels.
• Multi-currency support: Handles transactions in various currencies.
• Tax preparation: Helps organize tax-related information for filing.

Pros:

• Integrates with Google Drive, Microsoft Excel, PayPal, Dropbox, and more.
• Matches transactions with bank records for accuracy.
• Helps with expense management.
• Tracks project profitability.

Cons:

• Not as suitable for larger businesses with complex needs.
• Additional features or add-ons may increase overall costs for users.

Quickbooks

QuickBooks, developed by Intuit, is a leading accounting software catering to businesses of all sizes. It streamlines financial tasks like invoicing, expense tracking, and tax preparation. With its comprehensive tools, QuickBooks simplifies accounting processes, enabling better financial management and decision-making.

Key features:

• Invoicing: Creates and sends professional invoices to clients.
• Expense tracking: Monitors and categorizes business expenses.
• Financial reporting: Generates comprehensive financial reports.
• Tax preparation: Helps prepare and organize tax-related information.
• Bank reconciliation: Matches transactions with bank records for accuracy.

Pros:

• Integrates with Shopify, Xero, Squarespace, ShipStation, and more.
• Helps with expense management.
• Manages billing and tracks payments.
• Tracks billable hours for projects or clients.

Cons:

• Some advanced features lack customization options.
• Some users express concerns about data security in the cloud-based version.

Lightyear

Lightyear streamlines financial processes by automating invoice processing, vendor management, and payment workflows. It enhances efficiency, reduces errors, and provides real-time insights, allowing organizations to optimize their accounts payable operations and enhance overall financial management.

Key features:

• Invoice capture: Automatically extracts data from invoices.
• OCR technology: Optical Character Recognition for accurate data extraction.
• Workflow automation: Streamlines approval processes.
• Vendor management: Centralizes vendor information and communications.
• Electronic payments: Facilitates secure and efficient digital payments.

Pros:

• Securely stores and retrieves digital documents.
• Ensures adherence to regulatory standards.
• Prevents payment errors and fraud.
• Validates invoices against purchase orders

Cons:

• Handling the code can be tricky.

Nanonets

Nanonets is an advanced AI-powered platform specializing in document processing and data extraction. Leveraging machine learning, it automates tasks like OCR, enabling businesses to streamline document-based workflows with high accuracy and efficiency, revolutionizing information extraction and document automation in diverse industries.

Key features:

• Error handling: Identifies and addresses issues in document processing.
• Security measures: Implements robust security protocols for data protection.
• Image recognition: Identifies and analyzes content within images.
• Form parsing: Efficiently processes and extracts data from forms.

Pros:

• Dynamically adjusts resources based on demand.
• Instantly processes and extracts information from documents.
• Has adaptive algorithms improve accuracy over time.

Cons:

• Some users have reported that it will occasionally stop working.

Airbase

AirBase is a comprehensive spend management platform that empowers businesses to streamline expenses, payments, and budgets. With advanced automation, it enhances financial visibility, control, and collaboration, enabling organizations to optimize their spending processes and drive financial efficiency.

Key features:

• Expense tracking: Monitors and manages business expenses in real-time.
• Automated approvals: Streamlines approval processes for expenses and payments.
• Budget management: Sets, tracks, and enforces budget limits.
• Vendor management: Centralizes vendor information and communications.
• Invoice processing: Automates invoice workflows for efficiency.

Pros:

• Facilitates secure and automated digital payments.
• Generates detailed reports tailored to business needs.
• Captures and organizes receipts digitally.
• Implements robust security protocols for data protection.

Cons:

• There’s a bit of a learning curve.
• Changes to vendor information don’t always sync to integrations.

Stampli

Stampli is an intelligent accounts payable automation platform that revolutionizes invoice processing. Using AI, it simplifies collaboration, automates approval workflows, and provides real-time insights, enhancing efficiency and accuracy in financial operations, ultimately transforming the accounts payable process for businesses.

Key features:

• Invoice capture: Extracts data from invoices with accuracy.
• AI-powered data extraction: Utilizes artificial intelligence for efficient information extraction.
• Vendor portal: Provides vendors with self-service access to invoice status.
• Document attachment: Easily attaches supporting documents to invoices.

Pros:

• Prevents errors and ensures payment accuracy.
• Monitors adherence to financial policies and regulations.
• Facilitates secure and efficient payment workflows.

Cons:

• Deleting invoices is overly complicated.

Quadient by Beanworks

Quadient provides advanced accounts payable solutions, streamlining invoice processing, and payment workflows. With automation, analytics, and compliance features, Quadient optimizes financial processes, enhancing accuracy, transparency, and efficiency in managing accounts payable operations for businesses of all sizes.

Key features:

• Invoice automation: Streamlines invoice processing with advanced automation.
• Payment workflows: Efficiently manages and automates payment processes.
• Vendor management: Centralizes vendor information for streamlined interactions.
• OCR technology: Optical Character Recognition for accurate data extraction.

Pros:

• Ensures adherence to financial regulations and policies.
• Seamlessly connects with enterprise systems for data synchronization.
• Validates invoices against purchase orders for accuracy.

Cons:

• There are no alerts for sync errors.

Coupa

Coupa is a leading provider of Business Spend Management (BSM) solutions. Their cloud-based platform empowers businesses to streamline procurement, expenses, and invoicing processes. Coupa’s innovative approach enhances visibility, control, and collaboration, optimizing financial operations for organizations seeking efficiency and agility.

Key features:

• Procure-to-pay: Streamlines end-to-end procurement processes.
• Expense management: Efficiently handles employee expenses and reimbursement.
• Invoice automation: Automates invoice processing workflows.
• Supplier collaboration: Enhances communication and collaboration with suppliers.
• Catalog management: Organizes and manages product catalogs for procurement.

Pros:

• Plans and tracks budgets for spending.
• Facilitates secure and efficient digital payments
• Tailors dashboards for personalized data visualization.
• Simplifies the process of bringing new suppliers on board.

Cons:

• Users have complained that the UI is confusing to navigate.
• There is no free trial or plan.

MineralTree

MineralTree is a leading provider of accounts payable and payment automation solutions. Their cloud-based platform streamlines invoice processing, approval workflows, and secure payments. MineralTree enhances visibility, efficiency, and compliance, enabling businesses to optimize their financial operations with ease and precision.

Key features:

• Invoice capture: Extracts data accurately from invoices.
• Secure payments: Facilitates secure and efficient digital payments.
• Vendor management: Centralizes and manages vendor information.
• Purchase order matching: Validates invoices against purchase orders for accuracy.
• Electronic document storage: Safely stores and retrieves digital documents.

Pros:

• Tailors processes to align with specific business needs.
• Handles international transactions with ease.
• Identifies and prevents errors in processing.
• Tracks payment status in real-time.

Cons:

• There is no mobile option.
• It doesn’t sync well with Quickbooks and other integrations.

Ramp

Ramp is a corporate card and spend management platform that empowers businesses to control expenses effectively. With real-time insights, automated expense tracking, and vendor management, Ramp enhances financial visibility, ensuring businesses optimize spending and drive financial efficiency.

Key features:

• Corporate cards: Issuance of smart corporate cards for business spending.
• Real-time expense tracking: Monitors expenses in real-time for better control.
• Automated receipt capture: Streamlines expense reporting with automated receipt processing.
• Spending insights: Gains actionable insights into spending patterns and trends.
• Budget controls: Sets and enforces budget limits for different departments.

Pros:

• Simplifies the generation and submission of expense reports.
• Securely generates and uses virtual cards for online transactions.
• Implement measures to detect and prevent fraudulent transactions.
• Leverages data for informed vendor negotiations.

Cons:

• Card authorizations take a while to arrive.

Serrala

Serrala is a global software and services company specializing in optimizing and automating financial processes. With a focus on order-to-cash, procure-to-pay, and treasury solutions, Serrala empowers organizations to enhance efficiency, compliance, and visibility across their financial operations.

Key features:

• Order-to-cash: Comprehensive tools for optimizing the entire order-to-cash process.
• Procure-to-pay automation: Streamlines and automates procurement processes.
• Treasury and cash: Advanced solutions for efficient treasury and cash management.
• Invoicing and payments: Enhances invoicing and payment processes for greater efficiency.
• Credit and collections: Tools for effective credit risk assessment and collections management.

Pros:

• Integrates with other Serrala products.
• Strategies to optimize working capital and liquidity.
• Automates and accelerates the cash application process.
• Supports complex global banking relationships.

Cons:

• It’s pretty pricey.
• Its use of AI and machine learning is still fairly basic.

SAP Concur

SAP Concur is a leading provider of integrated travel, expense, and invoice management solutions. Their cloud-based platform automates and optimizes business processes, providing organizations with visibility, control, and insights to efficiently manage expenses, streamline workflows, and enhance overall financial operations.

Key features:

• Expense management: Streamlines and automates the entire expense reporting process.
• Travel booking: Integrated platform for booking and managing business travel.
• Policy enforcement: Ensures compliance with spending policies and regulations.
• Card integration: Integrates corporate card transactions for seamless tracking.
• Global support: Handles international travel and expenses with multi-currency support.

Pros:

• Predicts future spending based on historical data.
• Stays up-to-date with evolving financial regulations.
• Automates and optimizes invoice workflows for efficiency.
• Visualizes spending and travel data for actionable insights.

Cons:

• It sometimes freezes when uploading receipt images.
• The UI is very unattractive.

Melio

Melio is a payment platform simplifying business payments, allowing companies to pay vendors and suppliers effortlessly. With features like ACH, wire transfers, and card payments, Melio streamlines financial transactions while providing users with a user-friendly and efficient solution for managing business payments online.

Key features:

• Vendor payments: Facilitates payments to vendors via ACH, wire transfers, or cards.
• Digital checks: Streamlines check payments with digital alternatives.
• Card payments: Pays suppliers using credit cards to earn rewards.
• Invoice management: Efficiently manages and pays invoices within the platform.
• Bank transfer integration: Seamless integration with bank accounts for easy transactions.

Pros:

• Plans and schedules payments in advance.
• Monitors the status and history of payments and invoices.
• Sets automatic reminders for upcoming payment due dates.
• Accesses a detailed record of past transactions and payments.

Cons:

• Users have reported poor customer support.
• It’s not suitable for large enterprises.

Tipalti

Tipalti is a global payables automation platform, streamlining supplier payments, compliance, and financial operations. Trusted by businesses, it offers features such as invoice processing, tax compliance, and payment reconciliation, simplifying the end-to-end accounts payable workflow for enhanced efficiency and compliance.

Key features:

• Global payment processing: Efficient processing of payments worldwide.
• Invoice automation: Streamlines invoice processing for faster approvals.
• Tax compliance: Automated tax form collection and compliance.
• Supplier onboarding: Simplifies the onboarding of new suppliers.
• Payment reconciliation: Facilitates easy reconciliation of payments.

Pros:

• Integrates with Quickbooks, Microsoft 365, Workday, Brokermint, Odoo, and more.
• Allows for early payment discounts to suppliers.
• Provides suppliers with visibility into payment details.
• Streamlines payment approval processes.

Cons:

• Reconciliation reports are tricky to work with.
• It’s difficult for users in some countries to make payments.

Acumatica

Acumatica is a leading cloud-based ERP (Enterprise Resource Planning) platform. Designed for flexibility, it empowers businesses with comprehensive solutions for financial management, distribution, project accounting, and CRM. Acumatica enhances efficiency and scalability, providing a unified system for streamlined operations and data-driven decision-making.

Key features:

• Financial management: Comprehensive tools for accounting and financial control.
• Distribution management: Streamlines supply chain and distribution processes.
• Project accounting: Manages projects, budgets, and resources effectively.
• Manufacturing management: Streamlines and optimizes manufacturing processes.
• Project costing: Tracks and manages project-related costs accurately.

Pros:

• Enables integration and customization through APIs.
• Plans and analyzes budgets for informed decision-making.
• Grows and adapts the system according to business needs.
• Organizes and stores documents securely within the system.

Cons:

• The admin control can be a pain to use.
• You have to upload files one by one.

Oracle EPM

Oracle EPM is a comprehensive suite of cloud-based applications designed to enhance business performance. It integrates planning, budgeting, forecasting, and financial consolidation, providing organizations with insights and analytics to optimize decision-making and achieve strategic goals efficiently.

Key features:

• Financial consolidation: Consolidates financial data for accurate reporting.
• Planning and budgeting: Comprehensive tools for strategic planning and budgeting.
• Forecasting: Predicts future trends and outcomes with advanced forecasting.
• Profitability and cost management: Analyzes and optimizes profitability and costs.
• Scenario modeling: Tests and analyzes different business scenarios for planning.

Pros:

• Offers robust security protocols for data protection.
• Seamlessly connects with enterprise resource planning systems.
• Leverages AI for continuous improvement and efficiency gains.

Cons:

• There is no mobile version.

What Is Accounts Payable Workflow Software?

Accounts payable workflow software is a type of workflow management software designed to streamline and automate the process of managing accounts payable tasks within an organization. This software helps businesses manage invoices, payments, approvals, and reconciliation more efficiently.

Key features of accounts payable workflow software may include:

• Invoice processing: Capturing, scanning, and digitizing invoices to streamline the process of entering invoice data into the system.
• Approval workflows: Automating the routing of invoices through predefined approval processes, ensuring that invoices are reviewed and approved by the appropriate personnel.
• Vendor management: Maintaining a database of vendor information, including contact details, payment terms, and historical transaction data.
• Payment processing: Facilitating the generation and distribution of payments to vendors, either through electronic payment methods or traditional paper checks.
• Reporting and analytics: Providing insights into accounts payable performance metrics, such as invoice processing times, payment accuracy, and cash flow projections.
• Integration capabilities: Integrating with other financial systems, such as accounting software and enterprise resource planning (ERP) systems, to ensure seamless data flow and synchronization.

Benefits of Using Accounts Payable Workflow Software

Using accounts payable workflow software offers several benefits to organizations:

Increased Efficiency

Automation of accounts payable processes reduces manual tasks such as data entry, invoice routing, and payment processing. This leads to faster invoice processing times, shorter payment cycles, and improved productivity for finance teams.

Improved Accuracy

Automated data capture and validation minimize errors associated with manual data entry. With built-in validation checks and approval workflows, the software helps ensure that invoices are processed accurately and in compliance with company policies and regulatory requirements.

Enhanced Visibility and Control

Accounts payable workflow software provides real-time visibility into the status of invoices and payments, allowing finance teams to track the progress of transactions and identify bottlenecks or issues that need attention. This increased transparency enables better decision-making and tighter control over cash flow management.

Cost Savings

By streamlining accounts payable processes and reducing manual intervention, organizations can lower their processing costs, eliminate late payment fees, and take advantage of early payment discounts offered by vendors. Additionally, the software helps prevent duplicate payments and identifies opportunities to optimize payment terms and vendor relationships.

Compliance and Audit Readiness

Accounts payable workflow software helps enforce compliance with internal controls and external regulations by standardizing processes, enforcing segregation of duties, and maintaining a comprehensive audit trail of all transactions. This ensures that organizations are prepared for audits and can easily demonstrate compliance with regulatory requirements.

What to Look For in Accounts Payable Workflow Software

When selecting accounts payable workflow software for your organization, it’s important to consider several key factors to ensure that the chosen solution meets your business requirements effectively. Here are some things to look for:

Automation Capabilities

The software should offer robust automation features to streamline accounts payable processes, including invoice capture, data extraction, approval routing, and payment processing. Look for features such as optical character recognition (OCR), automatic matching of invoices with purchase orders and receipts, and configurable approval workflows.

Integration with Existing Systems

Ensure that the accounts payable software can integrate seamlessly with your organization’s existing accounting or ERP systems. This will enable smooth data flow between different systems and avoid the need for manual data entry or reconciliation.

Scalability

Choose a solution that can scale with your organization as it grows. Whether you’re a small business or a large enterprise, the accounts payable software should be able to handle increasing transaction volumes and accommodate additional users, vendors, and workflows without significant performance issues.

User-Friendly Interface

The software should have an intuitive and user-friendly interface that makes it easy for finance teams, approvers, and vendors to navigate and use the system effectively. Look for features such as customizable dashboards, role-based access controls, and mobile-friendly capabilities for on-the-go access.

Compliance and Security

Make sure that the accounts payable software complies with relevant regulatory requirements, such as GDPR, SOX, and PCI DSS. Additionally, prioritize solutions that offer robust security features to protect sensitive financial data, including encryption, access controls, and audit trails.

Reporting and Analytics

Look for built-in reporting and analytics tools that provide insights into accounts payable performance metrics, such as invoice processing times, payment accuracy, and vendor management. Customizable reports and dashboards will enable you to monitor key metrics and identify areas for improvement.

Vendor Support and Training

Choose a vendor that offers comprehensive support services, including implementation assistance, training resources, and ongoing technical support. This will ensure that your team can effectively deploy and use the accounts payable software and address any issues or questions that arise.

Steps in the Accounts Payable Workflow Process

The accounts payable workflow process typically consists of several steps to ensure that invoices are processed accurately, approved efficiently, and payments are made promptly. Here are five common steps in the accounts payable workflow process:

Invoice Receipt and Capture

The process begins with the receipt of invoices from vendors. Invoices may be received in various formats, including paper, email, or electronic data interchange (EDI). 

Accounts payable staff or automated systems capture relevant invoice information such as invoice number, date, amount, and vendor details. This step may involve scanning paper invoices, extracting data from electronic invoices, or manual data entry.

Invoice Validation and Approval

Once invoices are captured, they undergo validation to ensure accuracy and compliance with company policies and purchase orders. This may involve matching invoices with corresponding purchase orders and receiving documents to verify the accuracy of quantities, prices, and terms. 

Invoices then proceed through an approval workflow based on predefined rules and thresholds. Approvers review invoices to confirm that goods or services have been received, and that the invoice meets authorization requirements. This step may involve multiple levels of approval depending on the invoice amount and organizational structure.

Invoice Coding and Posting

After approval, invoices are coded with appropriate general ledger account codes and cost centers for proper allocation and accounting. Accounts payable staff enter coding information into the accounting system or ERP software to ensure accurate recording of expenses and liabilities. This step may involve matching invoices with purchase orders and receiving documents to allocate costs correctly.

Payment Processing

Once invoices are validated, approved, and coded, they are ready for payment. Accounts payable staff generate payments using the chosen payment method, such as electronic funds transfer (EFT), checks, or virtual credit cards. Payments are scheduled based on vendor terms and cash flow considerations. 

Some organizations may take advantage of early payment discounts offered by vendors to optimize cash management. Payment processing may involve reconciliation of payments with bank statements and accounting records to ensure accuracy and completeness.

Document Storage and Archiving

Finally, processed invoices and related documents are stored and archived for record-keeping, audit, and compliance purposes. 

Accounts payable staff maintain a centralized repository of electronic or paper documents, organized by vendor, date, and other relevant criteria. Document storage and archiving ensure easy retrieval and access to historical invoice data for reporting, analysis, and audit trail purposes.