7 best accounts payable automation software of 2025

Managing accounts payable (AP) goes beyond just paying bills on time. Today’s finance teams face growing regulatory demands, global operations, and constant pressure to deliver real-time insights. AP has become the starting point for effective spend management, giving finance leaders the visibility and control they need to make smarter business decisions.

Manual workflows and disconnected systems aren’t built for this. They create blind spots in spending, increase the risk of errors, slow operations and make it harder to stay compliant. Automating AP changes that, by giving teams the insights they need to stay in control, improve accuracy, and free up time for higher-value work.

In this guide, we explore how accounts payable automation works, what features to prioritise, and highlight seven of the best accounts payable automation software solutions that are helping finance leaders make informed decisions for their teams.

Accounts payable software (AP) helps finance teams manage the full lifecycle of supplier invoices from receipt to payment, in one single platform. But more importantly, it gives them the visibility and control to manage spend strategically. Instead of chasing down paperwork, manually entering data, or relying on email for approvals, AP software brings structure, speed, and insight into every step.

Here’s how it works:

Invoices can enter the system in different ways. Traditionally, paper or PDF invoices are processed through capture tools and OCR, which is still the reality for many finance teams today. But with new regulations and mandates such as PEPPOL on the rise, the real shift is toward true electronic invoices, where granular data is sent directly from the supplier in a structured format rather than as a visual file.

From there, invoices are automatically matched with purchase orders or receipts, routed to the right people for approval, and scheduled for payment, all with minimal manual input.

The benefits include:

• Fewer errors from manual data entry or missed approvals;
• Custom workflows that help ensure the right checks and balances are in place, improving compliance;
• Real-time spend visibility for tighter control over cash flow;
• Faster, accurate and reliable payments that strengthen vendor relationships.

In short, accounts payable software brings structure, transparency, and speed to a function that’s too important to leave to spreadsheets or disconnected tools.

At its core, accounts payable is the process of managing what your business owes to suppliers. It covers everything from receiving an invoice to paying it, and making sure the records are correct and up to date.

This is what a typical AP workflow looks like:

Invoice receipt

Invoices arrive in different formats — often as electronic invoices, PDFs or even paper. In manual processes, they need to be printed, scanned, forwarded, or re-entered, which slows everything down.

Validation and approval

Each invoice must be checked against a purchase order (PO), contract, or delivery note. Then, it’s routed to the right person or team for approval.

Payment processing

Once approved, invoices are scheduled for payment by bank transfer or other methods, based on the payment terms.

Record-keeping

Every transaction has to be logged in the accounting system for audit, reporting, and compliance purposes.

This process seems straightforward, but without automation, it’s easy for things to slip through the cracks. Manual workflows can lead to duplicate payments, lost invoices, delayed approvals, and poor cash visibility. Plus, they’re time-consuming and hard to scale.

That’s why more businesses are turning to AP automation. By digitising each step, AP software speeds the process, reduces errors, and gives teams the visibility they need to stay in control.

If you’re still managing accounts payable with spreadsheets, email chains, or legacy systems, you’re not alone. But the reality is that these approaches can’t keep up with the pace of modern finance.

Beyond the admin headaches, manual processes create blind spots in spend management, a serious risk for organisations that want to stay agile and compliant.

These are some of the main reasons why finance leaders are choosing to automate their accounts payable processes:

Stronger spend insights and control

Manual coding of invoices — assigning account codes, cost centres, or project numbers — is one of the most time-consuming and error-prone parts of AP.

Automating this process takes the pain away, while giving you real-time visibility into liabilities and spend patterns. This allows for smarter and faster cash flow decisions, instead of waiting for the end of the month.

Compliance with new e-invoicing standards

E-invoicing regulations are on the rise, with more and more governments requiring electronic invoicing formats — no PDFs, true digital invoices with structured formats such as XML or UBL.

Mandates such as PEPPOL, SDI and Chorus Pro are already transforming how suppliers and buyers exchange invoices, with local formats emerging in other regions. This new standard means that companies relying on manual processes will struggle to keep up.

A smarter way to manage growth

As companies scale, invoice volumes and approval chains expand with them. Without automation, finance teams end up buried in low-value tasks instead of supporting strategic goals.

An AP solution standardises workflows, reduces errors, and keeps the organisation compliant, without adding headcount.

Vendor relationships and reputation

Every supplier invoice is a test of your company’s reliability. Delays, duplicate payments, or errors frustrate vendors and can damage your company’s reputation.

AP automation makes approval flows faster and more accurate. Payments are made on time, and vendors get the reliability they expect, which strengthens business partnerships.

Choosing the right AP software is about finding tools that truly support the way modern finance teams work. To help you find the best accounts payable software for your team, we took a practical, objective approach.

Each tool was evaluated against key criteria that reflect today’s business needs:

Global usability

We looked for platforms that support multiple currencies, languages, and tax environments, ideal for companies operating across borders.

Automation capabilities

From invoice capture to approval workflows and payment scheduling, we prioritised tools that automate the entire AP process.

Compliance support

Built-in controls, audit trails, and regulatory features were essential to ensure teams can stay compliant with local and international requirements.

Integrations

Seamless connections with ERP systems, accounting software, and procurement tools were a must for streamlining operations and reducing data silos.

User experience

We focused on intuitive, user-friendly platforms that are easy to adopt across finance teams, because powerful doesn’t have to mean complicated.

Scalability

Whether you’re a growing startup or an established enterprise, the tools we chose are built to scale with your business.

Overall value

Finally, we considered pricing, support, and long-term ROI, ensuring these solutions deliver real value without unnecessary complexity.

Each of the following platforms stood out for its ability to bring clarity, control, and confidence to AP, making them strong contenders for any finance team looking to work smarter.

Semine

Semine delivers advanced AP automation for mid-sized to enterprise finance teams. It combines AI-driven invoice capture, smart approval workflows, and real-time reporting to increase efficiency and accuracy across the AP process.

Semine was recently acquired by Rydoo. Together, we will develop a unified, intelligent solution to simplify, automate, and elevate corporate spend management. This joint solution will bring finance teams complete spend control, compliance and strategic decision-making capabilities.

Standout features

• AI-driven invoice capture and categorisation, automatically extracting data and tags line items for fast, accurate processing;
• Smart and adaptive approval workflows aligned with company policies;
• Real-time visibility into liabilities, cash flow, and accruals;
• Seamless ERP integrations, including SAP, Microsoft Dynamics, and more;
• Scalable architecture designed for growing and international teams.

Pros

✔️ Advanced AP automation with AI-driven accuracy;

✔️ Scales with complex, multi-entity operations;

✔️ Deep ERP integrations and configuration options.

✔️ Uses the latest, most advanced technology on the market

Considerations

Semine is best suited to organisations looking for a modern, scalable solution to move from manual legacy systems. Smaller teams with basic AP needs may not require the full functionality.

Ideal use cases

• Mid-sized to enterprise finance teams processing high invoice volumes;
• Companies needing multi-entity, multi-country AP processes;
• Teams seeking integrated spend control across AP and expenses.

NetSuite

NetSuite is a cloud ERP platform with built-in AP automation. Designed primarily for mid-sized to large organisations, it provides end-to-end invoice processing, approval workflows, and payment scheduling within a unified ERP environment.

Its multi-currency and tax support make it suitable for companies operating globally.

Standout features

• Integrated AP workflows for invoices, approvals, and payments;
• Real-time dashboards for finance, procurement, and operations;
• Purchase order and contract matching;
• Role-based access control for compliance and audit readiness;
• Native support for multi-currency and tax environments.

Pros

✔️ Fully embedded AP automation within ERP;

✔️ Seamless data flow across accounting, procurement, and operations;

✔️ Supports complex global finance operations;

✔️ Deep functionality for teams already using NetSuite.

Considerations

While powerful, NetSuite’s AP features are part of a much broader ERP suite, which can mean longer implementation times and steeper learning curves. Customisation may also require IT or consulting support.

Ideal use cases

• Companies already using or planning to implement NetSuite ERP;
• Businesses seeking a unified system across finance and operations;
• Teams that value deep configurability and built-in compliance.

Sage

Sage offers AP automation through cloud platforms like Sage Intacct, helping finance teams simplify invoice processing while ensuring compliance. It automates tasks such as invoice capture and approval workflows and provides real-time dashboards for cash flow, liabilities, and payment status, giving finance leaders a clear view of outgoing spend.

It integrates with other Sage accounting tools and supports audit trails, helping teams maintain regulatory compliance.

Standout features

• Automated invoice capture and data entry;
• Rule-based approval workflows;
• Purchase order matching and exception handling;
• Real-time dashboards for cash flow and liabilities;
• Built-in audit trails for compliance;
• Available within Sage Intacct and other Sage cloud products.

Pros

✔️ Efficient AP automation for growing finance teams;

✔️ Strong compliance and reporting capabilities;

✔️ Scales from manual to digital workflows;

✔️ Integrates with Sage accounting and reporting solutions.

Considerations

While Sage provides powerful tools, its AP automation features are generally less advanced than AI-first platforms. Implementation and available features can also vary depending on which Sage product you’re using.

Ideal use cases

• Small to mid-sized businesses modernising AP processes;
• Teams already using Sage accounting platforms;
• Companies seeking reliable reporting, control, and compliance.

Medius

Medius is a Sweden-based provider with a global footprint, designed to give finance teams smarter control over spend. Its platform automates invoice capture, coding, approvals, and payments, helping teams reduce manual work while unlocking real-time insights into liabilities and cash flow.

Medius is particularly strong for mid-sized and large organisations that want a modern, scalable solution built for today’s compliance landscape — including e-invoicing and Peppol support in Europe.

Standout features

• Automated invoice capture and coding (with AI features to support accuracy);
• Three-way matching of invoices, POs, and receipts;
• Strong compliance and e-invoicing support, including Peppol;
• Real-time dashboards for spend and cash flow;
• Integrations with leading ERPs such as SAP, Microsoft Dynamics, and NetSuite.

Pros

✔️ Well-established Nordic provider with proven expertise;

✔️ Robust compliance and e-invoicing support;

✔️ Scales for mid-to-large organisations;

✔️ Trusted integrations with major ERP platforms.

Considerations

Medius is best suited to teams with medium-to-high invoice volumes, but its structured rollout can feel heavy for smaller businesses.

While reliable, it’s often viewed as a more conventional AP solution, and teams seeking the latest in AI-driven innovation may prefer newer, AI-first solutions.

QuickBooks Online

QuickBooks Online provides basic AP automation tools for small businesses, helping streamline invoice entry, approvals, and payments. It’s especially useful for teams already using QuickBooks for bookkeeping.

However, AP capabilities vary depending on subscription level, so businesses with more complex needs may need to explore add-ons or upgrade plans.

Standout features

• Automated bill entry via uploads or email forwarding;
• Payment scheduling;
• Basic approval workflows (varies by plan);
• Vendor tracking and reporting;
• Bank and credit card sync for easy reconciliation.

Pros

✔️ Simple, effective for small teams;

✔️ Integrates with QuickBooks accounting features;

✔️ Quick to learn and implement.

Considerations

Some AP automation features such as multi-user approvals or bulk processing, are only available in higher-tier plans or with third-party integrations. Larger or fast-growing companies may outgrow the built-in functionality.

Ideal use cases

• Small businesses using QuickBooks;
• Teams handling low to moderate invoice volumes;
• Companies wanting an all-in-one solution with minimal setup.

Tipalti

Tipalti is designed for global AP automation, making it ideal for high-volume businesses with international suppliers. It automates invoice capture, payment execution, and tax compliance across multiple countries.

It’s a solid choice for fast-growing, high-volume businesses, but offers limited flexibility and intelligence.

Standout features

• End-to-end AP automation;
• Global payments in 196 countries and 120 currencies;
• Tax compliance including VAT and W-9 validation;
• Supplier self-service portal;
• Payment reconciliation and audit trails.

Pros

✔️ Strong international payment capabilities;

✔️ Built-in compliance and audit support;

✔️ Scales for high-volume operations.

Considerations

Tipalti’s setup and configuration can be complex, and the interface may feel less intuitive compared to user-first platforms. It’s also more focused on payments than full visibility across spend.

Ideal use cases

• Mid-sized to large businesses managing global AP;
• Finance teams prioritising tax compliance and payment execution;
• Organisations with complex international supplier networks.

Concur

Concur, part of SAP, provides integrated AP, expense, and travel management. Its AP automation capabilities are built into Concur Invoice, helping large enterprises manage invoice approvals and compliance across multiple countries.

While it’s a familiar name in corporate finance, Concur’s platform can feel heavy and complex, especially compared to more intuitive, modern solutions.

Standout features

• Invoice capture and approval workflows;
• Three-way matching: invoice, PO, and receipt;
• Audit-ready documentation and compliance tools;
• Multi-country and multi-currency support;
• SAP integration.

Pros

✔️ Integrates AP with travel and expense management;

✔️ Strong compliance and configurable controls;

✔️ Trusted by large enterprises.

Considerations

It’s best suited for large enterprises with SAP systems and may be too complex and costly for smaller teams. User experience and implementation speed are common pain points, especially when compared to modern platforms that offer faster time-to-value and smarter automation out of the box.

Ideal use cases

• Enterprises standardising on SAP;
• Teams managing structured, policy-heavy invoice workflows;
• Organisations seeking an integrated vendor for AP, travel, and expenses.

Selecting the right AP solution begins with a clear understanding of your finance team’s current and future needs.

The right tool should reduce manual work and friction, improve control, and support your goals as the business scales.

Map your operational requirements

Start by assessing your processes. Are you managing multiple legal entities? Operating across different countries or tax jurisdictions? Or simply aiming to bring more structure to a growing invoice volume?

Consider your operating model, volume, and compliance requirements. This will help narrow the list of suitable platforms.

Prioritise your must-have features

Once needs are clear, define your non-negotiables. For most finance teams, these include:

• Automated invoice capture and categorisation;
• Flexible approval workflows;
• Purchase order matching and exception handling;
• Real-time cash flow visibility.

Prioritising these features ensures the platform saves time, reduces errors, and supports compliance from day one.

Evaluate integrations

Your AP software shouldn’t operate in a silo. Look for solutions that integrate with existing ERP, accounting, procurement, or expense platforms. Strong integrations mean better data flow, reduced manual work, and more accuracy across finance operations.

Consider user adoption and support

Even the best software falls flat without adoption. Choose a platform that is intuitive for both finance teams and approvers. Reliable onboarding, training resources, and responsive support can make all the difference in a successful rollout.

Assess scalability and total cost

Look beyond the initial price tag and consider the future. Ask yourself: will the platform scale as the company grows? Find solutions that accommodate additional users, entities, or features without requiring costly customisation. This will help ensure long-term value.

A strategic approach to selecting the best accounts payable automation software helps finance teams remain agile, accurate, and prepared to deliver measurable value as the organisation grows.

Accounts payable is central to managing spend, cash flow, and compliance, making it the foundation of spend management. It gives finance teams real-time visibility into liabilities, stronger compliance, and the control needed to manage cash flow with confidence.

But automating AP is just the first step. The real benefit comes when it connects with the wider finance ecosystem. Linking supplier invoices with expenses, procurement, and ERP creates a complete picture of company spend.

That level of insight allows finance leaders to make smarter decisions, build stronger supplier relationships, and scale without adding complexity.

Choosing the right AP solution lays the foundation for a finance function that is accurate, efficient, and ready for growth, helping finance teams use the best accounts payable automation software effectively.