Airbase is a procure-to-pay platform that combines procurement, expense management, and payment automation. But it might not be the right fit for every team.
Whether you’re exploring tools for the first time or comparing platforms before making a decision, this guide is for you.
We break down the 7 best Airbase alternatives for 2025. We compare features, pricing, and ideal use cases so you can find the right platform for your procurement and accounts payable needs.
7 Best Airbase Alternatives
Let’s look at the 7 best Airbase alternatives in detail:
ProcureDesk
ProcureDesk is an all-in-one procurement software and accounts payable solution for small to medium-sized businesses (SMBs) with 50–500 employees. It helps automate procurement and accounts payable, making it easier to control costs and speed up approvals with real-time visibility.
It stands out as an Airbase competitor because it is highly customizable. The platform integrates with your accounting systems like QuickBooks, Xero,Sage,Bill.com and NetSuite to streamline your procurement cycle, from purchase requests to invoicing.
Let’s dive into the key features and see why businesses choose ProcureDesk as an Airbase alternative:
Customizable Workflows for Faster Procurement Approvals
Many procurement teams often struggle to adapt workflows to real-world organizational structures. Especially when managing complex approval chains or department-specific rules.
ProcureDesk offers no-code, customizable workflows, giving you full control over different types of spend. The system adapts to your organizational structure with real-time visibility into every step.
When someone initiates a purchase request, the system automatically routes it based on specific criteria, such as invoice amount, department, or general ledger (GL) codes. This is called role-based and conditional routing.
For example, the system can redirect smaller purchase approvals to managers, while larger ones go to finance. Approvers get notified, can review the request, and approve or reject it with just a click.
ProcureDesk also lets you create multi-level approval flows. For example, if a purchase over $5,000 needs approval, it can first go to the department head and then to finance for final approval. The system applies these rules automatically. It makes sure the right people are looped in at the right time, without manual follow-up.
These structured workflows help maintain a clear approval hierarchy and meet compliance with your internal spending policies.
Purchase Order Management for Faster Ordering
Managing purchase orders (POs) manually can slow down operations and increase the risk of invoicing or data entry errors.
ProcureDesk simplifies PO creation by letting employees submit purchase requests, select vendors, assign cost centers, and specify items.
Every purchase request flows through a customizable, predefined approval workflow before a PO is issued. Once approved, POs are automatically sent to suppliers. This simplifies your purchasing process.
ProcureDesk also offers 20+ pre-built product order templates. These templates allow employees to submit product requests and orders. This can save time spent manually creating and tracking repetitive POs.
Advanced Search Functionality for Quick Access
When managing purchase orders, you need easy access to records for tracking, matching, and audits for strategic procurement.
Many Airbase users report that the platform’s limited search functionality makes it difficult to retrieve specific POs, invoices, or supplier records.
ProcureDesk solves this with advanced search capabilities. Team members can use simple keywords to instantly pull up purchase orders, link them to invoices or receipts, and view supplier histories.
This allows you to:
- Save time during audits by quickly retrieving what finance or compliance teams need
- Improve transparency and control with instant access to transaction-level data
- Help new hires ramp faster by letting them look up past orders, suppliers, and payment flows
- Resolve disputes quickly by pulling related documents in seconds
Punchout Catalog Integration for Controlled Spending
Airbase’s catalog integration mainly uses guided procurement forms. Employees need to select vendors, check prices, and enter item details manually to create purchase requests.
ProcureDesk offers advanced punchout catalog support and custom catalog creation. Its punchout system lets employees browse supplier websites, view live pricing, and create purchase orders directly on the platform.
It connects with over 200 punchout catalogs, including Amazon, Staples, Office Depot, Costco, VWR, and Sigma-Aldrich.
When submitting a PO, employees can simply select items from the catalog, create a purchase request, and submit it. The software routes the request through automated rule-based approval or redirects it to relevant department supervisors.
For example, a biotech services company used ProcureDesk for catalog-based ordering and rule-based approvals. This gave department managers the autonomy to order the unique materials they need. Finance also gained real-time visibility for better budgeting, forecasting, and spend control.
Vendor Management for Better Supplier Collaboration
Many Airbase users report that vendor-specific invoice or project information is scattered across multiple tabs. It’s often poorly labeled and restricted if users don’t approve the invoice. This complicates vendor communication and project tracking, especially for field teams who need quick access.
ProcureDesk helps you improve your supplier collaboration with an advanced vendor management module.
Here’s how it allows you to simplify your supplier management:
- Centralized supplier profiles: You can track and manage supplier information, purchase histories, and contract lifecycles in one place.
- Performance monitoring: Evaluate supplier performance against predefined KPIs to maintain service quality and timely deliveries.
- Contract management: Store and manage vendor contracts, link them to purchase orders, and monitor key dates to avoid unwanted renewals.
- Risk mitigation: Identify and mitigate potential risks associated with supplier relationships by evaluating vendors during onboarding and continuous monitoring.
This helps your procurement teams track specific invoices, evaluate supplier performance, and negotiate better contract terms.
For example, if a supplier repeatedly misses delivery deadlines, your team can spot this instantly on ProcureDesk’s dashboard. They can take action by renegotiating terms or shifting orders to a more reliable vendor.
Vendor Portal for Real-Time Supplier Collaboration
Most businesses need to switch between email, CRM, and accounting software to manage supplier responses.
ProcureDesk provides a dedicated vendor portal on its platform. Your vendors can directly acknowledge purchase orders, submit invoices, provide shipping updates, and update catalog items on ProcureDesk.
For example, if you’re a biotech company that regularly orders lab equipment, you can give suppliers access to your ProcureDesk vendor portal. Instead of going back and forth over email, they can confirm purchase orders, share shipping updates, and submit invoices directly through the portal. That means faster processing, fewer delays, and no more manual follow-ups.
Automated Invoicing with PO Matching
Many Airbase users report that managing invoices is slow and complicated. Submitting an invoice often requires multiple steps, scattered clicks, and separate manual emails to AP teams.
ProcureDesk automates invoice workflows by matching supplier invoices against POs with real-time order status.
The software uses OCR (Optical Character Recognition) for invoice capture, extracting key information like vendor name, items, prices, and totals. It then verifies the info with the receipt and PO for accuracy before moving it to approval. This is called two-way or three-way matching.
If the invoice, the PO, and the receipt match, the system automatically moves the invoice forward for payment. If there’s any difference, for example, if the price or quantity is wrong, ProcureDesk alerts your team for review.
Airbase also offers 3-way PO matching with NetSuite. But ProcureDesk has built-in invoice matching across multiple accounting systems like QuickBooks, Xero, and Bill.com, so you have many integration options.
Spend Analytics for Budget Control
Finance teams need to track and control spending in real-time. This makes it hard to prevent budget overruns, spot waste, or plan strategically across departments.
Airbase’s spend analytics track company spending only after it occurs, which limits proactive decision-making.
Procuredesk provides real-time visibility into your cash flow. As soon as a request is submitted, the system automatically checks it against the allocated budget. If it risks exceeding available funds, ProcureDesk flags it instantly before any money is committed.
This built-in budget check gives finance teams full control over spend as it happens. Every request is evaluated against pre-set limits, helping prevent overspending at the source.
ProcureDesk also provides complete visibility across departments, categories, and suppliers. The software collects and analyzes procurement data to uncover spending patterns.
This gives finance teams the insight to monitor costs, enforce policy, and plan more accurately.
With this level of visibility, you can identify cost-saving opportunities, negotiate better supplier terms, and build smarter, data-driven procurement strategies.
Built-in Audit Trail for Compliance and Accountability
Under the Sarbanes-Oxley Act (SOX), publicly traded companies in the United States are required to implement strict financial controls and maintain a clear audit trail for financial transactions.
But when approvals happen over email or documents are stored in multiple systems, it’s difficult to track whether spending was authorized.
ProcureDesk captures all your transactions, from purchase requests to approvals and payments. Each action is automatically recorded with a timestamp, user actions, and any supporting documents (like purchase orders, invoices, and receipts).
This detailed recording creates an audit trail.
ProcureDesk helps you follow SOX standards directly in its workflows, making sure:
- Every approval follows documented rules
- No unauthorized or hidden purchases happen
- Auditors can quickly verify financial transactions without missing information.
Configurable Dashboard for Quick Overviews
Airbase users have noted that the dashboard can feel overwhelming, with too many options crowding the screen.
ProcureDesk’s dashboard allows you to tailor your view with customizable widgets. You can monitor key metrics such as total spend, pending approvals, and budget consumption. This helps you track relevant information quickly.
The platform provides real-time data on procurement activities. Your teams get immediate access to up-to-date information to identify spending trends.
Compared to Airbase’s reporting features, ProcureDesk offers line-item level reporting. This means you can analyze individual purchases in detail over time or by vendor.
ProcureDesk Integrations
ProcureDesk integrates with leading accounting and ERP systems to allow accurate financial data flows across platforms without manual effort. Supported integrations include:
- QuickBooks Online
- Xero
- NetSuite
- Sage Intacct
- Microsoft Dynamics 365
- Bill.com
- Batch integration
- Slack
- Single Sign-On (SSO)
For growing businesses, these integrations eliminate duplicate data entry, reduce reconciliation time, and improve visibility across procurement and finance.
ProcureDesk Pros and Cons
Pros
- 100% done-for-you onboarding
- Offers real-time spending and approval visibility
- Allows advanced search functionality
- Offers OCR-based invoice processing
- Automates PO matching
- Provides receipt tracking and automated reminders
- Offers vendor contract management tools
- Provides customizable multi-level approval workflows
- Includes spend analytics for forecasting and budgeting
- Automates audit trail and compliance
- Allows configurable dashboards with advanced reporting features
- Offers 24/7 customer support
- Supports a mobile app
- Integrates with major ERP and accounting systems
Cons
- Learning curve on some advanced features, but customer support is there to help
- New hires might need guided training to navigate the platform
ProcureDesk Pricing
ProcureDesk has three pricing plans:
| Plan | Purchasing Automation | Purchasing & AP Automation | Enterprise |
| Price | $598/mo (Paid Monthly) | $948/mo (Paid Monthly) | Customized Quote |
| Who It’s For | Companies automating purchasing & approval | Companies that require purchasing + accounts payable automation features | Large companies needing white-glove service |
| Users Included | 10 Users | Custom | Custom |
| Core Features | – Onboarding Support – Custom Approval Workflows | All features from Purchasing Automation, plus: – Invoice Approval Workflows – 3-Way Invoice Matching – OCR for Invoices | All features from Purchasing Automation, plus: – Dedicated Account Manager – Vendor Portal – Single Sign-On (SSO) |
| Best For | Streamlining procurement | Automating both purchasing and AP | Advanced enterprise needs |
Book a demo to see how ProcureDesk helps you scale faster and work smarter.
ProcureDesk Reviews
Review #1: “ProcureDesk is a powerful platform which makes the procurement and payable process easy to handle and smoothen the process. I personally used it with Microsoft Business Central, and the amazing part was the smooth integration.” – Ijaz A.
Review #2: “The user interface is easy, clear instructions, and adaptable to multiple departments.” – User.
Customer Rating
Stampli
Stampli is an accounts payable (AP) software for mid-sized to large enterprises. It streamlines invoice approvals, improves visibility into non-payroll spend, and reduces manual workloads.
Stampli Key Features
Here are the key features of Stampli:
- Provides AI-driven AP automation
- Offers an employee request portal
- Provides custom approval workflows
- Integrates with ERP systems
- Offers AI-powered invoice processing
- Offers robust spending controls
- Allows purchase order tracking
- Recommends finance-approved items
- Integrates vendor management module
- Supports domestic and international payments
Stampli Pricing
Stampli charges custom pricing plans. According to users, Stampli pricing may cost $1,500 per month.
Tipalti
Tipalti is an Airbase alternative that offers global payment infrastructure, advanced AP automation, and compliance capabilities. It’s mainly built for mid-market and enterprise organizations with complex financial operations.
Tipalti Key Features
Here are the key features of Tipalti:
- Offers global payment processing
- Supports multi-entity management
- Uses AI-powered OCR for invoice processing
- Includes a built-in tax engine
- Provides a self-service portal
- Supports 2-way and 3-way PO matching
- Includes fraud detection features
- Integrates with over 70 ERP systems
- Provides real-time reporting analytics
Tipalti Pricing
Tipalti has two pricing plans:
- Accounts Payable: Starter plan charges $99 per month
- Mass Payments: You can contact the team for a custom quote
Spendesk
Spendesk is an expense management solution for small businesses and mid-sized companies, especially those based in Europe. As an Airbase alternative, it’s an integrated solution to managing employee expenses, approvals, and budgeting.
Spendesk Key Features
Here are the key features of Spendesk:
- Supports approval flows
- Offers smart virtual card controls
- Automates invoice handling
- Generate expense reports
- Offers supplier contract management and renewals
- Supports real-time spend tracking
- Allows multi-entity management support
- Includes a mobile app
- Integrations with other apps
Spendesk Pricing
Spendesk has three pricing plans: Essentials, Scale, and Premium. You can contact the provider for a custom quote.
Coupa
Coupa is an AI-native spend management platform for large enterprises with complex procurement and supply chain requirements.
Coupa Key Features
Here are the key features of Coupa:
- Automates PO orchestration with real-time tracking
- Offers inventory management
- AI for predictive analytics
- Provides expense management
- Offers supplier management
- Automates invoice processing
- Supports multiple payment methods
- Offers contract lifecycle management
- Provides spend analytics
- Integrates with various ERP systems
Coupa Pricing
Coupa offers custom pricing plans. You can contact their team for more details.
Ramp
Ramp is a spend management platform built for growing companies looking to control business spending. It’s an Airbase alternative that offers virtual cards, AI-driven savings insights, vendor analysis, and finance automation.
Ramp Key Features
Here are the key features of Ramp:
- Centralizes POs, discussions, and documents
- Supports invoice processing and matching
- Provides real-time expense reporting
- Payment options via check, credit card, ACH, or wire transfer
- Automates parallel workflow approvals
- Supports payments in 40 currencies across 195 countries
- Connects with major accounting systems
- Provides AI-driven insight
- Allows a built-in mobile app
Ramp Pricing
Ramp pricing plans start from $15 per month per user.
Brex
Brex’s expense management software combines real-time budgeting, global support, built-in business banking, and deep automation. It’s built for mid-market to enterprise-level companies.
Brex Key Features
Here are the key features of Brex:
- Automates receipt collection and memo generation
- Offers real-time spend visibility
- Provides real-time budget controls
- Issues unlimited virtual and physical cards
- Supports customizable spend policies
- Offers cash management accounts
- Provides real-time spending reports
- Connects with NetSuite, QuickBooks, and Xero
Brex Pricing
Brex pricing plans start from $12 per month per user.
Comparison Table: 7 Best Airbase Alternatives
| Software | Best for | Key Features | Pricing |
| ProcureDesk | SMBs processing 100+ monthly POs and need an all-in-one procurement and AP automation | Customizable procurement workflows, punchout catalog support, real-time visibility, strong integrations | Starts at $598/month |
| Stampli | Mid-sized firms aiming to streamline AP processes with AI | AI-driven invoice processing, customizable AP approvals, ERP integrations | Custom pricing |
| Tipalti | Companies managing global supplier payments | Global supplier payments, multi-entity AP management, tax compliance automation | Starts at $99/month; custom for procurement |
| Spendesk | SMBs looking for spend and expense management | Expense tracking, approval automation, basic procurement support | Custom pricing |
| Coupa | Enterprises needing advanced spend control | Procurement automation, supplier collaboration, AI spend analytics | Custom pricing |
| Ramp | Startups and growing businesses seeking to spend and vendor management | Corporate cards, basic bill pay automation, vendor savings insights | Starts at $15/user/month |
| Brex | Startups needing cards, travel, and expense control tools | Travel management, live budgeting controls, global expense reimbursements | Starts at $12/user/month |
What to Look for in an Airbase Alternative
Here’s what we recommend you look for in an Airbase alternative:
Easy to Use
Choose a platform with a user-friendly interface and a quick onboarding process. ProcureDesk offers a simple interface that’s easy to use for all teams. This allows your teams, especially new hires, to onboard faster. We will also set everything up for you. Our team will build all of the custom workflows your company needs during onboarding.
Strong Integrations
Look for a platform that integrates with your existing accounting or ERP systems. ProcureDesk integrates with NetSuite, Bill.com, QuickBooks, and Xero for smooth onboarding. This helps avoid data silos and double-entry, allowing real-time syncing between finance and procurement.
Customer Support
Choose a platform with good customer support to help you onboard or resolve issues faster. Fast, responsive support reduces downtime and makes sure issues don’t disrupt your purchasing or payment workflows.
ProcureDesk offers 100% done-for-you onboarding, around the clock customer support, and detailed guides to help you navigate the platform.
Customizable Workflows
All good Airbase alternatives should provide role-based custom approval workflows to support structured approval processes. This gives you flexibility and control, so the platform adapts to your procure-to-pay processes.
ProcureDesk supports custom multi-level approval workflows with conditional and role-based routing. This helps you route requests to the right people, reduce approval delays, and enforce strict internal policies.
Real-Time Spend Tracking
Choose a platform that enforces budget limits and provides real-time visibility over your spend. This helps you track your expenses and prevent unauthorized spending.
ProcureDesk offers real-time spend tracking so you can track the entire procurement cycle from a single dashboard.
Advanced Invoice Management
The platform should automate invoice processing with advanced 2-way and 3-way invoice matching. This saves time, reduces data entry or invoice errors, and makes sure that only verified invoices get paid.
ProcureDesk automates invoice processing and PO matching without needing external AP automation solutions.
Mobile App Support
Choose a platform that offers mobile apps for expense approvals, PO approvals, and vendor communication. Mobile support keeps workflows moving even when managers or approvers are in the field, reducing approval or invoice delays.
ProcureDesk offers a native mobile app for iOS and Android devices. Managers can use the mobile app to track purchase orders, view requests, and access dashboards for real-time visibility into procurement activities.
Bottom Line: Choosing the Best Airbase Alternative
Choosing an Airbase alternative depends on your business needs and size. Thanks to our robust accounts payable automation features, ProcureDesk is the best Airbase alternative for SMBs with 50–250 employees that process 100+ invoices or POs per month.
Companies in industries like biotech, education, construction, professional services, manufacturing, climate tech, and nonprofits have all saved time with ProcureDesk. The platform provides end-to-end customizable workflows, real-time spend analytics, budget controls, and automated invoice matching.
Book a demo to see how ProcureDesk can replace manual processes and help you go live in just 2–3 weeks.
