Accounts payable (AP) teams often spend most of their time processing invoices manually, waiting on approvals, and reconciling discrepancies between purchase orders and payments.
This gives them little time for strategic tasks, such as negotiating better vendor terms, improving cash flow, and optimizing procurement processes.
Many companies rely on accounting systems for AP automation. Although these systems can handle AP tasks, teams end up spending more time switching between tools to handle both procurement and AP workflows.
In this article, we’ll discuss the best AP automation software solutions by comparing their key features and pricing. This will help you choose the right software for your business needs and team size.
ProcureDesk: Best for Growing SMBs That Need Full AP Automation
ProcureDesk is a procure-to-pay (P2P) and AP automation software built for SMBs that manage 100+ invoices or 50+ purchase orders (POs) per month.
Our software serves a wide range of industries, including biotech, climate tech, education, construction, and nonprofits.
ProcureDesk is highly adaptable to your unique workflows and scales with your business. Our software allows you to automate manual tasks, so you can focus more on high-value work, such as negotiating payment terms or allocating accurate budgets across departments.
Here’s how ProcureDesk features automate and simplify your AP workflows:
Custom Workflows to Speed up Approvals
Many AP teams spend hours chasing approvals, which are scattered across emails, spreadsheets, and communication tools like Slack.
ProcureDesk offers a custom approval workflow engine that allows you to preset conditions based on amount, department, vendor, and category.
Whether your teams manage a complex approval hierarchy or simple approval routing, our software adapts to your unique workflows.
For example, if a construction company needs to approve 200 invoices each month, ProcureDesk can automatically route them based on the preset rules. The invoices under $5,000 can be sent to project managers, while those above the limit can go directly to the CFO for approval.
Here’s how ProcureDesk’s invoice approval software streamlines your AP team’s workload:
- Conditional routing: Uses logic and preset rules to route invoices and purchase requests to the right approvers from the procurement team for review.
- Automated approvals: Automatically approves invoices based on your preset rules.
- Approval management: Consolidates all your approvals across employees and vendors in a single system, allowing you to track them in real-time.
- Smart escalation technology: Automatically routes delayed invoices to another approver.
- Integrated system: Syncs approved invoices directly with your accounting system to save time and effort.
- Mobile access: The mobile app allows managers to approve invoices from anywhere.
This speeds up approvals and gives your teams more time to focus on strategic AP tasks. These can include negotiating better payment or contract terms to save budget and optimize procurement processes.
Invoice Management and PO Matching to Speed up AP Tasks
Many small teams rely on accounting software like QuickBooks to manage AP tasks. Without automation, they spend extra hours manually re-entering and double-checking invoice data. They also need to reconcile errors and sync records with procurement.
ProcureDesk streamlines invoice processing to speed up accounting tasks by directly integrating procurement with your AP workflows. When a vendor sends an invoice, the system uses OCR (optical character recognition) to automatically extract key details.
Once an invoice is uploaded, ProcureDesk’s invoice matching software applies two methods to approve invoices:
- 3-way match: Compares the invoice against the purchase order and receipt for accuracy before payment.
- 2-way match: Compares the invoice against the purchase order.
This reduces errors, eliminates duplicate payments, and gives you stronger financial control.
ProcureDesk then consolidates all your invoices into a single dashboard, giving you real-time visibility into which invoices have been reviewed, approved, or paid. It also integrates with popular ERPs such as QuickBooks, Sage Intacct, Xero, and NetSuite.
This allows you to push ready-to-pay invoices directly into those systems and issue vendor payments without extra manual work.
Budget Controls to Avoid Overspending
Without a standardized procurement process, your employees are likely to overspend, order duplicates, or risk non-compliance.
ProcureDesk provides built-in budgetary controls that let you set spending limits by department, project, or cost center. When an employee creates a purchase request, the software automatically validates and checks the amount against the allocated budget in real-time.
If the request exceeds the spending limit, it sends an alert to the department manager or the right person for review.
The system also flags duplicate orders, enforces policy compliance, and offers visibility into remaining budgets. This empowers teams to make more informed purchasing decisions while keeping costs under control.
For example, a mental health organization used ProcureDesk to align every purchase with allocated budgets. This gave the team better spending control, reduced delays, and real-time expense oversight.
ProcureDesk also supports built-in punchout catalog integration with 200+ suppliers, including Amazon, Costco, Thermo Fisher, and CDW. You can add specific vendors with pre-negotiated items, prices, and terms. This helps you guide purchasing behavior so teams don’t go “off contract.”
Although vendor catalogs are a procurement feature, they indirectly support AP by reducing rogue spending and minimizing invoice mismatches. This makes your AP workflows more efficient.
Supplier Management to Evaluate and Track Performance
If you’re managing multiple suppliers using spreadsheets, you risk overspending, contract non-compliance, product quality issues, and poor spend visibility.
ProcureDesk offers supplier management, so your AP and procurement teams don’t have to switch between multiple tools. It centralizes your vendor information, including contact information, contracts, pricing terms, and historical transactions.
For AP teams, this means invoices can be automatically validated against vendor contracts and approved suppliers, reducing exceptions and duplicate payments.
Performance metrics such as delivery timeliness, product quality, and contract compliance also give finance teams confidence that payments are being made to the right suppliers under the right terms.
By aligning supplier management with AP automation, you gain not only efficiency in invoice processing but also leverage for better negotiations.
Vendor Payments for Streamlined Billing Process
AP teams often waste hours logging into multiple bank portals, writing checks, and tracking payments manually.
ProcureDesk supports bill payments, so you can approve and pay vendor bills directly within the platform. It offers multiple methods, such as ACH, payment checks, and virtual cards. This saves you the time of switching between payment providers and the procurement system to complete vendor bills.
You can use ACH transfers for vendors that require faster payments or physical checks if they use traditional banking methods. ProcureDesk also lets you issue virtual cards to control employee spending.
Once the payment is sent and confirmed, our software syncs invoices directly with your ERP and accounting systems.
For example, if a biotech company is managing payments to dozens of lab supply vendors using QuickBooks, ProcureDesk lets them pay bills directly on the platform. This makes sure invoices sync directly with the accounting tool, keeps records accurate, and eliminates late fee penalties.
Real-Time Dashboard to Improve AP Workflows
If your data is scattered across spreadsheets, emails, and multiple systems, it’s hard to see how much is being spent, with which vendors, or by which department.
ProcureDesk’s reporting dashboard provides full visibility over purchases and payments. You can see new purchases from the very moment they’re placed and monitor:
- Who approves purchases
- When purchases are received (and the condition and status)
- When invoices are received
- When payments are issued
With our pre-built report templates, the software lets you create reports by department, supplier, or category. This turns your raw data into actionable insights that you can share across multiple departments or the company’s stakeholders.
AP teams can also use this data to forecast budgets, prevent overspending, and plan future cost-saving strategies.
ProcureDesk Integrations
Managing multiple systems causes data silos, data inaccuracies, and delayed payments.
ProcureDesk integrates with your existing ERP and accounting systems, so you can sync data and manage your AP workflows from a single dashboard. Our team also provides onboarding support to deploy faster without IT complications.
Key integrations include:
ProcureDesk Pros and Cons
Pros
- User-friendly interface
- Fast onboarding setup
- Flexible approval workflows
- Automated invoice processing
- OCR technology for invoice capture
- Automated 2-way and 3-way PO matching
- Purchase requisition management
- 200+ built-in vendor catalogs
- Self-service vendor portals
- Vendor management tools
- Bill payment processing
- Real-time spend visibility
- Built-in spend analytics
- Intuitive procurement dashboard
- Integrates with ERP and accounting systems
- A native mobile app
Cons
- Learning curve for new users, but the customer service team is there to help
- No offline features, but the ProcureDesk mobile app speeds up invoice approvals on the go
ProcureDesk Pricing
ProcureDesk offers three pricing plans depending on your business goals, team size, and feature needs.
| Plan | Price (Monthly) | Includes | Best For |
| Purchasing Automation | $598/mo | 10 users, Custom Approval Workflows, Onboarding Support, and Purchase Order Automation | Teams needing purchasing and approval automation |
| Purchasing & AP Automation | $1,020/mo | All Purchasing Automation features, plus Invoice Approval Workflows, 3-Way Invoice Matching, and OCR for Invoices | Teams needing both purchasing and AP automation |
| Enterprise | Custom Quote | All features, plus Dedicated Account Manager, Vendor Portal, Single Sign-On, and Custom System Integration | Enterprises needing white-glove support and custom workflows |
ProcureDesk Reviews
Review #1: “Ease of operation, ability to check status of orders, great system of checks and balances. The integration to our accounting software makes things seamless and smooth…” – Patricia W.
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
Alternative Procure-to-Pay Solutions
The following are some of the top-rated procure-to-pay software solutions with AP automation tools for different business types and sizes.
Tipalti
Tipalti is a cloud-based P2P solution that works with brands around the globe. It includes support for cross-border payments in multiple currencies and compliance with various international tax regulations.
Many reviewers laud the cost savings on foreign transactions, but the software can be complex for small teams.
Read more: Tipalti Alternatives
Tipalti Key Features
Here are the key features of Tipalti:
- Automates data extraction from invoices using OCR/IDP
- Supports dynamic, rules-based approval chains with conditional logic
- Offers 2-way or 3-way matching
- Identifies duplicate invoices
- Provides global payments
- Offers self-service vendor portals
- Syncs with ERP and accounting systems.
- Provides real-time dashboards and reports
- Offers multi-entity support
- Maintains full audit logs, role-based access, and built-in compliance checks
Tipalti Pricing
Tipalti pricing plans for AP automation start at $99 per month.
Procurify
Procurify is a procure-to-pay platform built to give organizations unprecedented visibility, control, and efficiency over their business spending. It serves industries like IT, biotech & life sciences, education & charter schools, healthcare, and nonprofits.
See also: ProcureDesk vs. Procurify
Procurify Key Features
Here are the key features of Procurify:
- Automates invoice intake via the invoice inbox
- Streamlines data capture with AI prepopulation
- Validates invoices through 2- & 3-way matching
- Supports vendor payments via ACH, checks, and wires
- Handles deposit billing for prepayments
- Provides role-based access and AP controls
- Syncs bills and payments with accounting tools
- Offers full procure-to-pay visibility and audit trail
Procurify Pricing
Procurify offers custom pricing plans based on your business size and feature needs. According to the online sources, pricing may range between $1,000 – $2,000 per month.
Precoro
Precoro is a P2P solution with built-in inventory management and contract management.
Many users appreciate the software’s simple interface and its sourcing capabilities for supplier quotes. But some note that its inventory management functionality could be more robust.
Read more: ProcureDesk vs. Precoro
Precoro Key Features
Here are the key features of Precoro:
- Automates invoice capture with AI-powered OCR
- Validates invoices through 2- & 3-way matching
- Streamlines approvals with customizable workflows
- Prevents overspending with budget checks and alerts
- Provides a supplier portal for invoice submissions
- Detects duplicates to avoid double payments
- Syncs invoices with QuickBooks, Xero, and ERPs
- Supports multi-entity and multi-currency operations
Precoro Pricing
Precoro pricing plans start from $499 per month when billed annually.
Tradogram
Tradogram is the only procurement software provider with a freemium model on our list. Many of the advanced features are in the premium plan, but even the free plan includes expense and inventory management modules.
Many users expressed the desire for more training or educational support on the product.
Tradogram Key Features
Here are the key features of Tradogram:
- Automates invoice intake via TradoScan OCR
- Allows multiple invoice entries per PO (with different due dates)
- Validates invoices with 3-way matching
- Executes payments with TradoPay
- Maintains centralized invoice tracking
- Supports real-time visibility
- Provides spend analytics & reporting
- Offers document management & audit trail
- Integrates with accounting and ERP systems
- Supports batch invoice processing and export capabilities
Tradogram Pricing
Tradogram pricing plans start from $195 per user per month.
AP Automation Only Solutions
The following solutions are our favorites for companies that need to automate invoice processing and payment.
Stampli
Stampli is an invoice management system that integrates with existing accounting and ERP software.
Many reviewers generally like that they can process invoices faster with automated routing, OCR, and auto-fill invoice processing. Though they note that the accuracy of the auto-fill could be improved.
See also: Stampli Alternatives
Stampli Key Features
Here are the key features of Stampli:
- Automates invoice capture with an AI bot
- Streamlines approvals with smart workflows
- Validates invoices through PO matching
- Provides a vendor portal for supplier management
- Centralizes communication on each invoice
- Maintains full audit trails for compliance
- Supports vendor payments with Direct Pay
- Syncs with ERP systems
- Offers real-time AP dashboards and reports
- Scales for multi-entity organizations
Stampli Pricing
Stampli offers custom pricing plans based on your business size, number of invoices, and feature needs.
AvidXchange
AvidXchange is an AP automation software for mid-market companies that manage considerable invoice volume. It serves industries such as real estate, construction, community associations, healthcare, education, hospitality, and professional services.
Users note that the platform is easy to use, but mention that the system can be slow-loading. Processing certain tasks takes significant time, and adding new vendors to the platform can take a few days.
Read more: Tipalti vs. AvidXchange
AvidXchange Key Features
Here are the key features of AvidXchange:
- Automates invoice capture and digital processing
- Streamlines approvals with customizable workflows
- Supports vendor payments via ACH, checks, and virtual cards
- Provides a supplier hub for payment visibility
- Integrates with 200+ accounting and ERP systems
- Offers real-time reporting and spend analytics
- Maintains audit trails for compliance and control
- Scales easily to handle growing AP volumes
AvidXchange Pricing
AvidXchange offers custom pricing plans based on your business size and needs. According to some users, it can cost around $500 per month.
Bill
Bill.com or BILL is an AP automation-only solution for small to mid-sized businesses. It automates the importing of invoices, the invoice approval process, and the payment process, but it does not match invoices with POs.
Users generally like having a central location for invoices, but some reviewers have noted dissatisfaction with making international payments (Bill supports international payments by wire only).
Bill Key Features
Here are the key features of Bill:
- Automates invoice capture with OCR tools
- Streamlines approvals with multi-level workflows
- Supports payments via ACH, checks, wires
- Offers flat-rate ACH transactions
- Syncs with QuickBooks, Xero, and NetSuite
- Maintains audit trails for compliance and security
- Provides real-time spend and cash flow dashboards
- Detects duplicate invoices to prevent errors
- Offers mobile access for on-the-go approvals
Bill Pricing
Bill offers four pricing plans starting at $45 per user per month.
Comparison Table: 8 Best AP Automation Software in 2026
| Platform | Best For | Key Features | Pricing | Overall Rating |
| ProcureDesk | Growing SMBs that manage 50+ POs or 100+ invoices per month | Custom approval workflows, 2- & 3-way invoice matching, OCR invoice capture, budget controls, vendor management, bill payments, ERP and accounting integrations | Starts $598/mo | 4.8/5 ⭐ |
| Tipalti | Global businesses handling cross-border payments | OCR invoice capture, global payments, multi-entity support, built-in compliance | Starts $99/mo | 4.7/5 ⭐ |
| Procurify | Organizations needing visibility & control over spend | AI invoice data capture, 2- & 3-way matching, vendor payments, procure-to-pay visibility | Custom | 4.5/5 ⭐ |
| Precoro | Businesses needing AP + inventory management | AI-powered OCR, budget checks, supplier portal, multi-currency support | Starts $499/mo | 4.5/5 ⭐ |
| Tradogram | Businesses seeking low-cost or freemium procurement | OCR invoice intake, 3-way matching, spend analytics, document management | Starts $195/user/mo | 4.6/5 ⭐ |
| Stampli | Companies needing invoice approval & collaboration | AI bot invoice capture, smart workflows, vendor portal, ERP integrations | Custom | 4.4/5 ⭐ |
| AvidXchange | Mid-market firms with high invoice volume | Invoice automation, vendor payments (ACH, checks, virtual cards), ERP integrations, spend analytics | Custom | 4.5/5 ⭐ |
| Bill | SMBs needing simple AP automation | OCR invoice capture, multi-level approvals, real-time cash flow dashboards | Starts $45/user/mo | 4.3/5 ⭐ |
Features to Look for in AP Automation Software
Here are the features you need to look for in AP automation software:
Automated Invoice Processing
Choose a system that uses OCR (optical character recognition) technology to capture invoice details from PDF, email, and physical invoices. This speeds up invoicing and prevents data entry errors. The best tools capture, validate, and store invoices to maintain cleaner records for audit and compliance.
Real-Time Visibility
The software should provide real-time tracking and visibility across the entire AP workflow. This visibility helps AP teams quickly follow up on delayed approvals and prevent missed due dates. Finance leaders also gain better control over cash flow and more accurate forecasting.
Flexible Approval Workflows
Look for AP automation software that automates the approval process with customizable routing rules. Invoices should flow automatically to the right approvers based on criteria, like department, invoice amount, or project code. The best AP automation systems also include reminders and escalation paths, with mobile or email approval options.
PO Matching & Exception Handling
The software should support both 2-way and 3-way matching. When discrepancies arise, a software with these features flags them automatically and routes the exceptions to the designated reviewers. This reduces manual reconciliation, and only valid, approved invoices proceed to payment.
Supplier Management
Choose software that maintains a centralized vendor database with contract terms, payment preferences, tax IDs, and banking details. This makes sure AP teams always work with accurate, up-to-date vendor information, reducing errors and duplicate records.
Supplier Portal
A supplier portal allows vendors to submit invoices electronically, update their information, and track payment status in real-time. By giving vendors self-service access, AP teams can cut down on back-and-forth emails and reduce manual invoice intake.
Bill Payments
Look for a tool that lets you schedule or issue payments directly from within the platform, whether by ACH, check, wire, or virtual card. Executing payments in the same system where invoices are processed closes the procure-to-pay loop for your team.
ERP and Accounting Integration
Choose software that supports integrations with ERP and accounting systems. It should automatically sync transactions, journal entries, and ledger data. This eliminates duplicate data entry and ensures your books stay accurate and up-to-date.
Real-Time Dashboards
Look for software that consolidates your invoices and purchase orders on a single dashboard for real-time visibility. It should include role-based access, so different departments can access the same data. This helps your AP teams to track important KPIs such as cycle time or days payable outstanding (DPO).
Spend Analytics
Spend analytics transforms invoice data into actionable insights. Look for software that offers detailed reports by vendor, department, or category. This helps AP teams gain visibility and turn AP from a reactive bill-paying function into a proactive driver of financial control.
Scalability & Flexibility
Look for a solution that adapts to increased invoice volumes or additional business units without performance degradation. It should also allow you to set workflows, rules, or approval levels as your organization evolves, so the system grows with you.
Bottom Line: ProcureDesk is the Best AP Automation Software for SMBs
Choosing the right AP automation software depends on your business needs, invoice volume, team size, and budget.
ProcureDesk is the best AP automation software for SMBs that earn $10M – $100M in annual revenue. It offers features like flexible custom workflows, invoice management, automated PO matching, real-time visibility, spend analytics, and integrations.
Our automation tools streamline accounts payable processes so your team can easily document, reference, and troubleshoot POs and invoices, and quickly send payments to vendors.
Our customer service provides onboarding support, so you can easily transition from manual spreadsheets to automation. This allows AP teams to automate labor-intensive tasks, and focus on strategic tasks, such as planning cost-saving strategies.
Book a free demo with ProcureDesk to learn how it streamlines AP with automation tools.
