6 Best AP Automation Software

In a world where efficiency is everything, automating accounts payable is no longer a after thought — it’s a necessity. AP automation software helps businesses cut down on manual tasks, reduce errors, and speed up invoice processing. With so many options available, finding the right solution can be daunting. That’s why we’ve compiled a list of the top AP automation software, helping you navigate the best platforms that offer touch-less invoice processing, seamless integration, enhanced control, and significant cost savings.

Let’s dive into the must-have tools that will transform your AP processes for good!

What is AP automation software?

AP automation software streamline the process of receiving, approving, and paying invoices through automation. It reduces the need for manual data entry and processing, ensuring that invoices are handled quickly and accurately. AP automation can capture invoice data, match invoices with purchase orders and receipts, route it for approval, and facilitate payment, all while maintaining a digital record of each transaction.

The top AP automation softwares

• Tipalti for businesses with a high volume of global transactions and diverse payment needs.
• Stampli for organizations looking for an intuitive, collaborative approach to invoice management.
• Bill.com for small to mid-sized businesses needing a straightforward, cost-effective solution for AP and AR.
• Airbase for growing businesses needing a comprehensive spend management platform that combines expense management, bill payments, and corporate cards.
• Sage Intacct for mid-sized to large organizations requiring advanced financial management and reporting capabilities
• SAP Concur for large organizations needing a comprehensive travel and expense management solution.

What makes the best accounts payable software?

Determining the best accounts payable (AP) software is highly subjective and varies from organization to organization. However, despite the unique needs and contexts of different businesses, certain capabilities are universally essential for achieving optimal performance in AP management. The below listed features ensure that the software can effectively address fundamental AP challenges and support organizational goals, regardless of specific requirements.

• Core Automation: Regardless of the organization’s size or industry, automation is a fundamental feature of effective AP software. Key processes such as invoice receipt, data extraction, and payment scheduling should be automated to minimize manual intervention. Automation not only reduces errors and accelerates processing but also enhances efficiency by streamlining workflows across all types of organizations.
• Integration with Financial Systems: Seamless integration with other financial systems—such as Enterprise Resource Planning (ERP) and accounting software—is crucial. This capability ensures that data flows smoothly between systems, eliminating duplicate entries and inconsistencies. While the specific systems may differ among organizations, the ability to integrate with existing financial infrastructure is a must-have for maintaining data accuracy and operational coherence.
• User-Friendly Design: An intuitive, user-friendly interface is vital for any AP software. Even though user preferences and organizational workflows may vary, a design that simplifies navigation, offers customizable dashboards, and supports automated alerts is essential for reducing training time and enhancing user experience. A well-designed interface promotes efficiency and minimizes errors, regardless of the specific needs of the organization.
• Compliance and Security: Essential features like compliance checks and robust security measures are universally critical. These include audit trails, user access controls, and data encryption to safeguard sensitive information and ensure regulatory compliance. While the specifics of regulatory requirements might differ, a strong emphasis on security and compliance is necessary to protect against fraud and data breaches.
• Analytics and Reporting: Comprehensive reporting and analytics capabilities are important for all organizations, providing insights into payment trends, cash flow, and supplier performance. While the type of data analyzed and the reports generated may vary, the ability to generate actionable insights is crucial for informed decision-making and strategic planning.
• Scalability: Scalability is another key feature that transcends organizational specifics. As businesses grow and their needs evolve, the AP software should be able to handle increased transaction volumes and additional features without requiring a complete overhaul. This flexibility ensures that the software can adapt to changing business environments and support long-term growth.

Accounts payable automation softwares at a glance

Tipalti: Best for businesses with high volume global transactions and diverse payment needs

Tipalti offers end-to-end automation for the entire AP process, including supplier management, invoice processing, and global payments. It is widely praised for its excellent customer support, with users highlighting the prompt, helpful, and professional responses that quickly resolve issues.

Tipalti's user-friendly interface makes it easy for even non-technical users to navigate, while features like one-click approvals streamline workflows. Tipalti's strength lies in its ability to automate and streamline accounts payable processes, saving time and reducing errors. Users also appreciate the platform’s global payment capabilities, which simplify handling multiple currencies and international transactions. The vendor portal is another standout feature, offering vendors self-service access to payment information and reducing administrative tasks for AP teams.

However, some users suggest improvements in system speed, reporting capabilities, customization flexibility, international payment processing times, and the search function.

Despite these areas for improvement, Tipalti remains a popular choice for businesses looking to simplify and scale their AP processes.

Key Modules:

Global payments, supplier management, invoice management, tax compliance, reporting.

Pros:

• Strong capabilities for managing international transactions, including currency conversion and tax compliance.
• Ensures adherence to various tax regulations and financial compliance requirements globally.
• Easy to navigate, making it accessible for users with varying levels of technical expertise.

Cons:

• The robust features may come with a higher price tag, making it less ideal for small businesses.
• Some users may find the customization options to be limited compared to other solutions.

User Ratings:

G2: 4.5/5 (277 Reviews)

2. Bill.com: Best for small to mid-sized businesses needing a cost-effective solution for AP and AR

Bill.com simplifies AP processes with its cloud-based platform, offering robust automation capabilities for small to mid-sized businesses. It provides an efficient way to manage invoices and payments, helping organizations streamline their financial workflows.

Bill.com is widely appreciated for its ability to streamline and automate accounts payable (AP) processes, reducing manual effort, improving accuracy, and ensuring timely payments through automated workflows and reminders. Users highlight its user-friendly interface, making it accessible for both accountants and non-accountants alike. The platform integrates seamlessly with major accounting software like QuickBooks and Xero, eliminating double data entry and enhancing efficiency. Centralized bill management and enhanced visibility into financial operations are other standout features, providing better control over cash flow. Bill.com also supports flexible payment methods, simplifying domestic and international vendor management.

However, areas for improvement include more customizable reporting options, as users find the current tools somewhat limited. Some users also mention inconsistent customer support and request stronger accounts receivable (AR) functionality. Enhancing international transaction capabilities and improving the mobile app experience would also address common user concerns, further elevating the platform’s appeal.

Key Modules

Invoice processing, payment automation, approval workflows, document management.

Pros

• Integrates well with popular accounting software such as QuickBooks, Xero, and NetSuite.
• Offers a mobile app for managing invoices and payments on the go.
• Centralized bill management and improved visibility.
• Flexible bill payment options.

Cons

• Some users may find the customization options limited compared to other solutions.
• Advanced features may require higher pricing plans.

User Ratings:

G2: 4.4/5 (1.1K Reviews)

3. SAP Concur: Best for large organizations needing a comprehensive travel and expense management solution

SAP Concur is a robust AP automation solution that integrates seamlessly with other SAP products, offering extensive capabilities for managing expenses and invoices. It is ideal for businesses that require a comprehensive solution that covers various aspects of financial management and compliance.

SAP Concur is widely praised for its user-friendly interface and mobile app, allowing employees to easily capture receipts, submit expenses, and manage travel on-the-go. Its automation features, such as importing credit card transactions and integrating with ERP systems, reduce manual data entry and improve accuracy. Users appreciate the platform’s comprehensive approach to managing travel, expenses, and invoices, all in one system. The platform also excels in enforcing compliance, with tools to flag out-of-policy expenses and ensure policy adherence. SAP Concur’s robust reporting and analytics capabilities help finance teams gain insights into spending and optimize budgeting.

However, some users find the interface complex, particularly for new users. Customer support response times and the platform’s flexibility for small businesses were also noted as areas needing improvement. Additionally, some reviewers mentioned slow system performance during peak times, and others found the pricing structure relatively expensive for smaller organizations. Improvements in these areas could further enhance user satisfaction.

Key Modules

AP automation, expense management, travel management, audit and compliance.

Pros

• Works well with other SAP solutions, providing a unified platform for financial management.
• Offers a wide range of features that cover all aspects of invoice and expense management.
• Known for its robust customer support and comprehensive training resources.

Cons

• The extensive features and integration capabilities come at a higher cost.
• The software can be complex to learn, especially for users not familiar with the SAP ecosystem.

User Ratings:

G2: 4.0/5 (6.1K Reviews)

4. Stampli: Best for organizations looking for a collaborative approach to invoice management

Stampli focuses on simplifying the AP process by enhancing collaboration and communication within the invoicing process. It offers a unique approach by providing tools for team members to discuss and resolve invoice issues directly within the platform.

Stampli is praised for its user-friendly interface and streamlined workflows, enabling faster invoice processing and easier adoption across teams. Users appreciate the platform’s automation, especially its AI assistant, "Billy the Bot," which reduces manual data entry and flags duplicate invoices. Stampli's customer support and smooth implementation process also receive high marks, with ongoing assistance from dedicated customer success managers. The platform enhances visibility and control over AP processes, providing real-time tracking, audit trails, and improved cash flow management. Stampli’s flexibility in customization and integration with ERP systems is another key strength.

However, some users report slower payment processing times, particularly for ACH and check payments, and desire improved ERP integration. Suggestions for more flexible licensing models, better handling of non-standard invoices, and enhanced reporting and data export features were also noted.

Overall, Stampli excels in automation, visibility, and support, though improvements in a few areas could further enhance the experience

Key Modules:

Invoice processing, approval workflows, collaboration tools, payment automation.

Pros

• Tools for team communication and issue resolution make it easier to manage invoices.
• Intuitive design that is easy to navigate for users of all technical levels.
• Faster setup and implementation compared to some other AP automation solutions.

Cons

• May lack some advanced features required by larger organizations.
• Integration capabilities with certain ERP systems may be limited.

User Ratings:

G2: 4.6/5 (1.3K Reviews)

5. Sage Intacct: Best for mid-sized to large organizations requiring advanced financial management capabilities

Sage Intacct is a cloud-based financial management platform designed to help businesses streamline accounting operations, improve financial visibility, and scale efficiently. It offers a comprehensive suite of features for core financial processes such as accounts payable and receivable, general ledger, cash management, and order management.

Sage Intacct is highly praised for easy to use platform as it gets easy for both accountants and non-accountants to navigate. Its powerful reporting and analytics capabilities allow users to create customized, real-time reports with multi-dimensional insights, far surpassing many other accounting systems. As a cloud-based platform, it offers anytime, anywhere access, ensuring up-to-date financial data and facilitating remote work. The automation of routine tasks like journal entries and bank feed integrations saves time and reduces errors, while its strong integration capabilities seamlessly connect with other business systems, enhancing overall efficiency.

However, users suggest improving global search functionality and offering more flexibility in customizing standard reports. Some found the credit card reconciliation process overly complex, and a few noted that expanding non-financial features could broaden its usability. Additionally, enhancing mobile support could better meet the needs of remote professionals. Overall, Sage Intacct excels in financial management but could benefit from a few usability improvements.

Key Modules

General Ledger, Accounts Receivable, Accounts Payable, and Reporting & Analytics.

Pros

• Powerful reporting and analytics capabilities
• Cloud-based architecture with anytime, anywhere access
• Automation of routine accounting tasks
• Strong integration capabilities

Cons

• Complex credit card reconciliation process
• Customization of standard reports
• Global search functionality is not effective and comprehensive

User Ratings:

G2: 4.3/5 (3.3K Reviews)

6. Airbase: Best for growing businesses needing a comprehensive expense management platform

Airbase is a comprehensive spend management platform designed to unify and automate expense management, bill payments, and corporate card usage in one system. It is praised for its user-friendly interface, making expense management simple and efficient.

Users love the streamlined expense submission process, with features like automatic receipt scanning and AI-driven data extraction. Its comprehensive spend management system, which integrates expense reports, bill payments, and corporate cards, offers a one-stop solution for managing company expenses. The platform's transparent approval workflows and integration capabilities, especially with accounting software like QuickBooks, further enhance its appeal by improving financial visibility and control.

However, some users suggest improvements like enhanced customization options for fields and workflows, better mobile app functionality, and faster fund availability. Others seek more robust recurring payment features and expanded reporting capabilities for deeper financial insights. Despite these areas for improvement, Airbase stands out as a flexible and efficient tool for expense and spend management.

Key Modules

Expense Reports, Client Invoicing, Approval Workflow, and Reports

Pros

• Streamlined expense submission process
• Comprehensive spend management solution
• Robust approval workflows and transparency

Cons

• Occasional glitches or limitations with mobile app
• Funds were not posting to the account on the same day.
• Lack of a recurring payment functionality

User Ratings

G2: 4.7/5 (1.5K Reviews)

How Can I Choose the Best AP Automation Solution?

Selecting the best accounts payable (AP) automation solution involves evaluating several key factors to ensure it meets your organization's unique needs. Here’s a guide to help you make an informed choice:

• Evaluate Current Challenges: Assess issues with your current AP process, such as inefficiency, lack of visibility, or difficulties in managing vendor payments.
  
• Determine Priorities: Decide what’s most important for your organization—automation, integration, user experience, or compliance features.
• Features: Look for key features such as OCR (optical character recognition), automated workflows, and robust reporting capabilities.
  
• Compliance: Check for built-in compliance tools that help meet financial regulations and simplify audits.
• Security: Look for strong security measures, such as encryption, audit trails, and user permissions to protect sensitive data.
  
• Compatibility: Ensure the software integrates seamlessly with your existing accounting and ERP systems.
• Scalability: Choose a solution that can grow with your business and handle increasing volumes of invoices.
• Ease of Use: The software should be user-friendly and require minimal training for your team.
• Support and Training: Consider the level of customer support and training offered by the software provider.
• Cost: Compare the pricing models of different solutions, including any hidden fees or additional costs for features or support.
• ROI: Consider the potential return on investment by evaluating the time and cost savings the solution can deliver.

Make invoice processing hazzle-free with automation

Accounts payable automation is a vital tool for modern businesses seeking to improve efficiency, reduce errors, and save costs in their AP processes. Choosing the right AP automation solution can significantly improve your financial operations. With numerous software options available, it is crucial to select one that best fits your business needs and integrates well with your existing systems. Adopting AP automation software can lead to improved compliance, better supplier relationships, and a more streamlined accounts payable process overall.