Accounts Payable Invoice Approval Software Built to Scale with Your Business

ProcureDesk unifies your accounts payable invoice approval process with governed, rule-based workflows. Define clear invoice approval paths, automate review routing, track real-time spending, and auto-sync data with your accounting systems.

THE PROBLEM

Managing 100+ invoices in emails or shared folders delays vendor payments

Without invoice approval automation, workflows stay manual, disorganized, and hard to trace. This causes payment delays, duplicate invoices, and poor visibility into cash flow.

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AP Teams Manage 100+ Invoice Approvals Manually

  • iconEach invoice must be entered, tracked, and updated by hand
  • iconThe finance teams chase employees for approvals
  • iconInvoices get lost in tabs, folders, and inboxes
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Invoice Approval Software That Makes Accounts Payable Easy

  • iconCapture invoice data automatically
  • iconRoute each invoice instantly to the right approver
  • iconTrack and manage every invoice status in real-time
HOW IT WORKS

Accounts Payable Invoice Approval Software That Eliminates Duplicate Payments and Late Fees

Manual invoicing leads to inefficiencies, delays, and data entry errors. ProcureDesk offers flexible approval workflows, automated routing, smart escalation, and real-time reporting functionalities.

Step: 01

Set Up AP Invoice Approval Workflows

ProcureDesk supports a flexible approval workflow engine that lets you set approval paths according to your company’s hierarchy, departments, and internal policies.

You can define custom rules based on amount, department, project, or type of expense. When an invoice is uploaded, ProcureDesk checks each invoice against the preset conditions to approve or route invoices.

Every step follows clear logic, so you have complete control over your AP workflows.

Step: 02

Invoice Routing Software That Prevent Delays

Your AP team doesn’t need to chase managers for approvals or forward invoices manually. Once your business rules are set, invoices are automatically coded, assigned to the right approvers, and sent for review with all details attached.

ProcureDesk supports multi-level and parallel approvals, allowing multiple managers to review invoices simultaneously or in sequence based on your hierarchy. Smart escalation rules move delayed approvals forward by reassigning them or sending reminders.

Managers can approve from anywhere, through email, mobile, or directly in the system.

Step: 03

Electronic Invoicing to Reduce AP Team's Workload

ProcureDesk captures invoices electronically from your vendors. Suppliers can submit digital invoices directly through integrated connections or by emailing them to your AP inbox.

The software uses OCR (optical character recognition) technology to extract key details automatically.

All your electronic invoices are consolidated into a single and searchable dashboard. The AP team no longer spends hours keying in data or searching for paper copies. Electronic invoices appear instantly in your workflow, already coded and ready for review.

Step: 04

Automate Invoice Matching to Save Time

AP teams spend hours checking quantities, prices, and terms line by line for each invoice manually.

ProcureDesk uses a 3-way matching method to automatically verify each invoice against its corresponding purchase order (PO) and receipt. The system checks quantities, prices, and item details for accuracy and flags any mismatches instantly for review.

Invoices that meet your matching rules move forward automatically for approval, while exceptions are clearly displayed for follow-up.

If any receipts are missing, ProcureDesk alerts the responsible employee to confirm delivery so the invoice can be processed without delay. All your non-PO invoices are sent directly into the approval workflow.

This allows your AP teams to keep track of every invoice and send payments without any errors or delays.

Step: 05

Sync Invoices With Your Accounting System

ProcureDesk integrates with leading accounting platforms, including QuickBooks Online, QuickBooks Desktop, Xero, Sage Intacct, NetSuite, and Bill.com.

All your approved invoices are automatically synced with your accounting tools. Once invoices are synced, they are automatically queued for payment through your connected system.

The system pushes data in real-time, updates your financial ledger, and keeps everything aligned across procurement and accounting.

Step: 06

Pay Vendors via ProcureDesk or Your Accounting System

ProcureDesk makes vendor payments simple and fast. Approved invoices move straight to the payment queue, ready to be paid through ProcureDesk by ACH, check, or virtual card.

You can also send approved invoices to your accounting system or Bill.com for payment.

This automation helps your AP teams avoid late payments, capture early payment discounts, and improve vendor relationships.

Step: 07

Track Invoice Status Updates in Real-Time

Manually tracking and updating each invoice’s payment status can be time-consuming. ProcureDesk keeps payment information accurate across systems by automatically syncing updates from your accounting or payment platform.

When a vendor payment is completed, the invoice status in ProcureDesk changes instantly. Finance teams and department managers can see the latest payment details, including dates, amounts, and vendors, all in one dashboard.

This visibility gives you and your stakeholders a real-time view of outstanding and completed payments.

Step: 08

Generate Ready-Made Invoice Reports to Forecast Future Spend

With all invoice data in one place, finance teams can forecast future spending, allocate budgets accurately, and improve vendor contract terms.

ProcureDesk provides real-time visibility into your company’s spending with built-in dashboards and ready-made invoice reports. You can view invoice data by vendor, department, or category to see where money is being spent and which payments are still pending.

These insights give finance teams greater control over spending and help them scale AP workflows confidently as your invoice volume grows.

FAQs About Accounts Payable Invoice Approval Software

Map your current invoice approval process, from invoice receipt to final payment. Review this flowchart with your finance and operations teams to identify any gaps, delays, or unnecessary approvals.

Once your process is defined, you can use ProcureDesk to digitize and automate it. Our system lets you configure approval rules, routing logic, and thresholds. Every invoice follows your company’s policies for approval, from submission to payment.

QuickBooks offers basic invoice-approval workflows only in the Online Advanced edition. ProcureDesk integrates with QuickBooks to add full invoice workflow management. This allows you to capture, match, route, and approve invoices without switching between tools. 

Yes, Oracle NetSuite allows your teams to automate approvals by defining workflow rules. ProcureDesk connects with NetSuite to optimize this functionality with invoice capture, 3-way matching, and real-time visibility into approval and payment status.

ProcureDesk offers AP automation software solutions for small to mid-sized teams that need to streamline invoice processing workflows. It captures invoices electronically, applies business rules for approvals, and syncs approved invoices directly to your accounting system for payment.

Yes. ProcureDesk syncs approved bills automatically with major accounting systems like QuickBooks, Xero, Sage Intacct, NetSuite, and Bill.com. This eliminates manual data entry and keeps invoice and payment data aligned across systems.

Yes, ProcureDesk can import supplier records from your connected accounting system. You can use the scheduled process or do an on-demand import of supplier data to ProcureDesk.

The system consolidates all vendor details, including contact information, contracts, and other details, into a single dashboard. This allows procurement and finance departments to access the same vendors. 

ProcureDesk is built for small to medium-sized businesses (SMBs) that manage 100+ invoices or 50+ POs per month. It provides enterprise-level automation and scales with your business operations. 

Yes, ProcureDesk can sync receipt confirmations and related data with your accounting system. This allows you to maintain accurate records for inventory, orders, and payments. You and your teams can easily track what’s received versus what’s billed in real-time.

Yes, ProcureDesk syncs payments made by credit card and checks. If you use third-party software like Bill.com, you can also sync payments from other systems. This allows you to further reduce the invoice processing cost.

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