If you’re processing over 100 invoices per month, chances are your AP (accounts payable) team is opening emails one by one, typing in line-item details, and digging through folders to find missing receipts.
Invoice scanning software turns that chaotic manual workflow into a clean, automated process. But with so many tools on the market, it can be difficult to know which one actually fits your AP volume, team structure, and budget.
In this article, we’ll review the 6 best invoice scanning software by comparing each tool’s key features and pricing plans.
TL;DR: Best Invoice Scanning Software in 2026
| Software | Best For | Standout Strength |
| ProcureDesk | Mid-sized and growing companies | Customizable AP solutions with advanced invoice capture, matching, and processing |
| Tipalti | Large/global AP teams | Scalable AP, global e-invoicing, and payments |
| Procurify | Small–mid teams needing spend visibility | Simple interface and budgeting controls |
| Precoro | Mid-size teams expanding procurement | AI OCR, invoice creation, and vendor portal |
| Rossum | Enterprises with complex documents | Enterprise-level AI extraction and compliance tools |
| Docsumo | Compliance-heavy, document-rich companies | High-accuracy extraction |
What is Invoice Scanning Software?
Invoice scanning software is a digital tool that automatically reads and converts invoices into clean, organized data. It removes the need for manual typing and paper documents.
It helps AP teams speed up invoice processing, reduce human errors, and make invoice data easier to review and use in their accounting system.
ProcureDesk – #1 Invoice Scanning Software Solution for Growing Teams
ProcureDesk is an AP software built for mid-sized and growing businesses that manage 100+ invoices or 50+ POs per month.
It serves industries like construction, manufacturing, educational institutions, biotech & life sciences, and nonprofit organizations.
Our solution offers invoice scanning capabilities, including invoice capture, AI and OCR (optical character recognition) technology, 2-way and 3-way matching, custom approval workflows, vendor management, and reporting tools.
The software integrates with your existing accounting systems, allowing you to automate your existing AP operations. Our support team helps you onboard your manual systems to ProcureDesk, so you can deploy faster without manual workarounds.
Here’s how ProcureDesk’s key features automate invoice scanning and management:
Automated Invoice Capture for Data Extraction
When vendors send invoices in different formats, your team spends extra time tracking down key details and entering them manually. This can lead to data entry mistakes and payment delays.
ProcureDesk automates invoice capture using AI and OCR technology. When a vendor sends an invoice in any format, the software automatically extracts key details, such as vendor information, invoice number, dates, line items, and totals.
ProcureDesk can scan invoice details in the following formats:
You can set up a dedicated email, such as invoices@yourcompany.com, and link it directly to ProcureDesk.
When vendors send invoices to the email, the system extracts the data and sends it forward for validation.
Vendor Portal
Suppliers can log into ProcureDesk’s vendor portal to submit invoices directly against open purchase orders.
Once an invoice is uploaded, ProcureDesk captures the data, matches it with the corresponding PO, and routes it for approval. Vendors can also track the status of their invoices in real-time, reducing back-and-forth communication.
Document Uploads
AP teams can also upload scanned or digital PDF invoices manually. ProcureDesk extracts key details using OCR and AI, so your team can process invoices faster without spending hours reviewing and correcting errors.
E-Invoicing
Vendors can send electronic invoices directly from their systems using supported formats such as EDI or cXML. ProcureDesk creates a digital invoice record instantly and automatically matches it with related POs and receipts.
Since data is transferred electronically, AP teams only need to review exceptions.
All the validated invoices are then converted into digital form and consolidated into a centralized dashboard. This allows all departments to view, manage, and track invoices in one place.
Automated Invoice Matching to Speed Up Reconciliation
Mid-sized teams using spreadsheets to manage invoices and POs often struggle with invoice validation. Every time an invoice arrives, the AP team must open multiple files, check old email threads, and reconcile conflicting file versions to confirm every transaction. This takes up 20–30 minutes per invoice.
If a receipt is missing, your team has to wait for the employee to submit it, which slows down your entire AP workflow.
ProcureDesk speeds up the invoice matching process by making sure all details, such as pricing, quantities, and terms, align before an invoice moves forward. The system mainly applies two types of matching methods:
- 2-way match: Checks the invoice against the purchase order
- 3-way match: Compares the invoice against the PO and goods receipt
If there are any mismatches, ProcureDesk flags those invoices and routes them to the right person for review before sending payments. The approved ones are automatically added to the centralized dashboard.
For example, an aviation academy operating across multiple locations relied on spreadsheets to match invoices. ProcureDesk helped the AP team speed up invoice validation with automated 3-way matching. This reduced overall invoice processing time by 25% to 35%.
Custom Workflows to Speed Up Invoice Approvals
If a company requires manager approval for invoices that exceed the budget limit, the AP team wastes time chasing around or sending follow-ups to that manager. This leads to longer lead times and payment delays.
ProcureDesk supports a custom workflow engine with exception handling and routing functionalities. You can set rules by department, project, amount, or threshold to automate or redirect invoice approvals based on your company’s hierarchical structure.
For example, if a school requires the facilities department to approve all maintenance-related invoices, AP teams can use ProcureDesk to set up the approval workflow to route invoices to the correct approver without manual intervention.
With ProcureDesk’s invoice approval workflow software, you can also define time limits for each approval step. If an approver doesn’t act in time, the system sends a notification or escalates the approval to backup approvers, so no invoice gets stuck waiting indefinitely.
This helps you maintain stronger AP compliance by making sure each invoice follows the company’s spending rules.
ProcureDesk Integrations to Automate Invoice Importing
When importing invoices manually, you might overlook an invoice or accidentally duplicate entries.
ProcureDesk handles this by integrating with your ERP or accounting tools, so data flows directly into your system when invoices are uploaded, matched, and approved. This allows you to process payments faster.
ProcureDesk’s key integrations include:
ProcureDesk also integrates with Slack to send instant notifications for approvals and updates. For example, if you’re waiting for a manager to approve a crucial invoice, a Slack ping notifies them so they can approve faster. This keeps your team in the loop and reduces delays caused by missed emails.
ProcureDesk Mobile App for Invoice Scanning
When teams are traveling or working offsite, they often forward invoices without context about which project they belong to or whether the goods or services were received. This forces AP to pause processing until they can track down the missing details.
With the ProcureDesk mobile app, teams can submit invoices, receipts, and supporting documents directly from their phones. This reduces delays caused by missing information.
If AP teams require approvals from managers, they can assign the role on the invoice. The app sends real-time notifications to alert them, so the right reviewer can approve invoices on the go.
Vendor Management to Improve Compliance
Many AP teams struggle because vendor details are scattered across email threads and spreadsheets. This makes it difficult to match invoices correctly and forces staff to manually verify vendor information before processing payments.
ProcureDesk offers vendor management tools that consolidate all supplier contact details, contract information, and performance metrics.
Here’s how ProcureDesk helps you manage your vendors:
- Supports catalog integration: Pulls item and pricing data from your approved supplier catalogs, such as Amazon, CDW, Thermo Fisher, and Costco, to verify scanned invoices against ordered receipts.
- Links vendors to transactions: Connects each invoice to the correct vendor record and its related purchase orders and receipts, helping AP teams validate charges faster.
- Tracks vendor performance: Uses invoice data, such as pricing and delivery timelines, to highlight top or underperforming vendors.
- Supports vendor self-service: Provides a vendor portal where suppliers can upload invoices themselves, reducing manual entry work.
This gives the AP team one accurate vendor record to validate invoices and catch issues like incorrect vendor details or prices that don’t match contract terms.
Bill Payments to Pay Vendors Faster
Many growing teams use separate platforms for payment processing and accounting tasks. This increases workload for AP teams who have to move invoice data between systems, reconcile line-item records, and double-check payments.
ProcureDesk offers bill payments so you can pay vendors directly from the same system without re-entering information elsewhere.
Our software provides three main payment methods:
- Physical checks: Generate checks for vendors that prefer traditional banking
- ACH transfers: Pay vendors quickly and securely via electronic bank transfer
- Virtual cards: Issue single-use virtual cards for one-time or recurring vendor payments with built-in spend control and instant reconciliation.
Spend Analytics to Generate Invoice Reports
Invoice reporting is a time-consuming task if your data is scattered across spreadsheets, email threads, and manually keyed entries in the accounting system. Every report requires your team to pull numbers from different sources, verify that each file is the latest version, and reconcile discrepancies.
Simple questions like “How many invoices are pending approval?” or “What’s our spend by vendor this quarter?” can take hours to answer.
ProcureDesk offers real-time spend analytics that link directly to invoice scanning and processing. Our system consolidates all incoming invoice data, with purchase orders and receipts, into a centralized repository.
The system cleanses and categorizes data by vendor, department, category, and payment terms, so your AP and procurement teams can view standardized spend.
For example, if a company operates across multiple locations, each site may purchase maintenance supplies and submit invoices separately. When these invoices are scanned into ProcureDesk, the system categorizes them under “maintenance supplies.”
Our system pulls all scanned invoice data into one place and shows exactly how much teams spent on maintenance supplies across every location.
You can also view your company’s invoices and spending on our real-time dashboard. Each department manager, controller, or business owner gets a personalized view with the data and insights most relevant to their role.
If you want to present this data to stakeholders or the leadership team, you can generate ready-made invoice reports. This saves you valuable time over extracting, cleaning, and organizing invoice data for analysis.
ProcureDesk Pros and Cons
Pros
- User-friendly interface
- Fast onboarding support
- Custom workflows
- AI and OCR technology
- Automated invoice capture
- Vendor portals
- Automated 2-way and 3-way matching
- Centralized invoice management
- Purchase order management
- Vendor catalog integration
- Supplier management
- Built-in budget controls
- Procure-to-pay workflow support
- Payment processing feature
- Advanced reporting tools
- Real-time invoice tracking
- Ready-made report templates
- Has a native mobile app
- 24/7 customer support
- Integrates with ERP and accounting tools
Cons
- Advanced features take time to learn, but the support team can help deploy faster
- No offline support, but teams can use the mobile app for invoice processing
ProcureDesk Pricing
ProcureDesk offers three pricing plans, depending on your AP feature needs, business size, and team goals.
| Plan | Price (Monthly) | Includes | Best For |
| Purchasing Automation | $598/mo | 10 users, Custom Approval Workflows, Onboarding Support, Purchase Order Automation | Teams automating purchasing and approvals |
| Purchasing & AP Automation | $1,020/mo | All Purchasing Automation features + Invoice Approval Workflows, 3-Way Invoice Matching, OCR for Invoices | Teams automating both purchasing and AP |
| Enterprise | Custom Quote | All features + Dedicated Account Manager, Vendor Portal, SSO, Custom System Integration | Enterprises needing white-glove support and custom workflows |
ProcureDesk Reviews
Review #1: “I like how simple it is to reconcile invoices to received orders. I like how easy it is to tell when there’s a problem, and to fix it is most of the time easy and straight forward…” – User.
Review #2: “The team behind procuredesk is the best! They are quick to answer any question no matter how small. Procuredesk was easy to implement for our company and it is simple to manage all the features. The email PDF invoice picker is amazing!!!” – User.
ProcureDesk Rating
Tipalti
Tipalti is an AP automation platform designed for mid-sized and large teams that manage multiple accounts and supply chains.
See also: Tipalti Alternatives
Tipalti Key Features
Here are the key features of Tipalti:
- Uses AI-driven OCR to extract invoice data
- Supports 2-way and 3-way PO matching
- Automates approval routing based on customized rules
- Allows vendor self-service with an invoice submission portal
- Manages e-invoicing via global networks
- Integrates invoices with payments and a mass-payment engine
- Provides a real-time audit trail and spend visibility
- Includes duplicate detection and fraud prevention controls
Tipalti Pricing
Tipalti pricing plans for the AP automation module start at $99 per month.
Procurify
Procurify is a procure-to-pay software built for growing businesses in healthcare, manufacturing, biotech, CPG (consumer packaged goods), and nonprofits. It offers a user-friendly interface and robust features that simplify invoice scanning and management.
Compare ProcureDesk vs. Procurify
Procurify Key Features
The following are the key features of Procurify:
- Supports OCR technology
- Offers an invoice inbox for emailed invoices
- Includes PDF and image invoice uploads
- Automates invoice-to-PO matching workflows
- Features three-way matching with goods receipts
- Supports built-in budget controls
- Provides centralized invoice document storage
- Supports configurable approvals
- Integrates with accounting and ERP systems
- Allows real-time invoice analytics
Procurify Pricing
Procurify offers custom pricing plans, depending on your business size, feature needs, and budget.
Precoro
Precoro is an AP automation software built for teams that handle a moderate to large volume of invoices and need to move away from manual AP workflows. It provides solutions for construction, education, healthcare, manufacturing, and non-profit industries.
Compare Precoro vs. ProcureDesk
Precoro Key Features
Here are the key features of Precoro:
- Offers AI-powered OCR
- Supports auto-creation of invoices
- Offers AI-powered invoice-to-PO matching
- Features 2-way and 3-way matching workflows
- Integrates invoices with purchase orders and receipts
- Includes vendor portals for supplier invoice submission
- Provides a centralized AP inbox
- Supports real-time status monitoring of scanned invoices
- Offers real-time spend reporting dashboards
- Includes invoice processing performance reports
- Offers a mobile app with invoice capture on the go
- Integrates with major accounting and ERP platforms
Precoro Pricing
Precoro’s pricing for its AP module starts at $499 per month when billed annually.
Rossum
Rossum is an AI-powered document processing platform designed for large-scale enterprises.
Although it offers basic invoice scanning tools, it’s best for teams that handle complex or varied document formats.
Rossum Key Features
Here are the key features of Rossum:
- Uses AI OCR technology to extract data
- Supports over 276 languages
- Automates PO matching, GL (general ledger), and tax coding
- Offers customizable approval workflows
- Integrates with major ERPs and spend management platforms
- Provides full audit trail, document archiving & compliance capabilities
Rossum Pricing
Rossum pricing plans are tailored to your business needs. Its Starter Plan starts at $18,000 per year.
Docsumo
Docsumo is a document AI platform that extracts, classifies, and validates data from unstructured and semi-structured documents.
It is built for companies that operate in industries with regulatory or compliance needs around data accuracy and audit trails.
Docsumo Key Features
Here are the key features of Docsumo:
- AI-powered OCR to extract data
- Auto-classification of document types like invoices and statements
- Smart table extraction from complex document layouts
- Multiple input methods (email, API, cloud storage, uploads)
- Customizable validation rules to check extracted data
- Pre-trained AI models with options for custom model training
- Workflow automation with human-in-the-loop review for exceptions
- Real-time analytics and dashboards for processing performance
Docsumo Pricing
Docsumo offers custom pricing plans.
Comparison Table: Best Invoice Scanning Software in 2026
| Software | Best For | Key Features | Pricing | Overall Rating |
| ProcureDesk | Mid-size and growing businesses earning $10M – $100M+ in annual revenue | AI and OCR invoice capture, 2-way and 3-way matching, custom workflows, vendor portal, built-in budget controls, smart routing, and real-time spend analytics | Starts at $598/mo | 4.8/5 ⭐ |
| Tipalti | Larger companies managing global vendor networks | AI-driven OCR extraction, 2-way and 3-way PO matching, vendor self-service portal, and global e-invoicing support | Starts at $99/mo | 4.6/5 ⭐ |
| Procurify | Small to mid-sized teams that need spend visibility | OCR invoice capture, three-way matching with receipts, built-in budget controls, and invoice analytics | Custom | 4.6/5 ⭐ |
| Precoro | Small to mid-sized companies with growing procurement needs | AI-powered OCR extraction, auto-invoice creation from attachments, vendor portal, and spend reporting | Starts at $499/mo | 4.5/5 ⭐ |
| Rossum | Large enterprises with complex document formats | AI OCR extraction, multi-language support, PO matching and coding, and compliance capabilities | Starts at $18,000/yr | 4.5/5 ⭐ |
| Docsumo | Compliance-focused industries and document-heavy operations | AI-powered OCR, smart table extraction, multiple input channels, customizable validation rules | Custom | 4.4/5 ⭐ |
How Does the Invoice Scanning Process Work?
Here’s how invoice scanning software digitizes and automates invoice management:
- Scanning: Scans paper invoices and creates high-quality digital images.
- Converting images to readable formats: Converts into formats like PDF or TIFF for processing.
- Extracting data: Uses OCR to pull important details, like vendor names, invoice numbers, dates, amounts, and line items.
- Digitizing invoices: Stores all data and files in a centralized dashboard for easy search and audits.
- Matching invoices: Compares invoices with purchase orders and receipts, flagging mismatches.
- Routing invoices for approval: Validates invoices move through automated approval workflows based on your rules.
- Syncing with accounting systems: Integrates invoice data with tools like QuickBooks or Xero to create a seamless transition for payment and bookkeeping.
What Features to Look for in an Invoice Scanning Software?
Here are the features you need to look for when choosing an invoice scanning software for your business:
Multi-channel Invoice Capture
Choose a tool that captures invoices via email, uploads, vendor portals, or electronic formats (EDI/cXML). This helps you record all your structured and unstructured documents into a single system.
OCR Technology
Look for a system that offers AI and OCR technology to extract data from PDFs, images, or scanned invoices. This eliminates manual data entry, reduces matching delays, and makes sure every invoice enters the workflow with complete, validated information.
Automated Matching
Choose a system that supports 2-way and 3-way matching methods to match invoices with POs and receipts. This speeds up invoice reconciliation, so AP teams can concentrate on the actual discrepancies rather than spending time matching basic details.
Custom Approval Workflows
Look for an AP software that lets you set custom rules based on factors like department, project, threshold, and GL code. It should also offer an approval hierarchy to route invoices to the right approvers and escalate overdue approvals.
Vendor Management
The invoice scanning tool should offer a vendor management module to consolidate your vendor data in one place. When a vendor submits an invoice, the system should identify the vendor, pull up their contract terms, preferred payment details, and PO history.
This allows AP teams to meet payment deadlines and maintain good vendor relationships.
Mobile Access
Look for a tool that offers a native mobile app, allowing employees to upload invoices or receipts from anywhere. It should also support on-the-go approvals and real-time invoice tracking to keep your AP process moving.
Audit and Compliance
Choose software that provides detailed audit trails, user permissions, and secure data handling to protect sensitive financial information. This helps your AP team stay compliant during audits and reduces the risk of errors or unauthorized changes.
AP Analytics
Look for software that offers real-time analytics on invoice status, cycle times, exceptions, and spending trends. Your team can use these insights to make data-driven spending decisions and optimize your AP workflow.
Integration with Existing Tools
Look for software that integrates easily with your current accounting, procurement, or ERP systems. This helps you maintain a smoother data flow, while your team doesn’t have to switch between tools for invoice processing.
Bottom Line: ProcureDesk is the Best Invoice Scanning Software for AP Teams
ProcureDesk is the best AP solution for mid-sized and growing companies that earn $10M – $100M+ in annual revenue.
It offers invoice scanning software features like AI and OCR technology, automated matching, invoice processing, custom approval workflows, vendor management, invoice reporting, mobile access, and integrations.
Its user-friendly interface and fast implementation make it easier for teams to switch from manual processes to automation without disrupting existing operations. This helps you reduce data entry errors, improve purchasing compliance, and gain better control over your cash flow.
Book a demo to explore how ProcureDesk’s invoice scanning software solutions speed up your AP processes.
