Best Accounts Payable Software Shortlist
Here’s a short list of the 12 best accounts payable tools that I’ll cover in this article:
- Oracle NetSuite - Best for large companies
- SAP Concur - Best for travel and expense management
- Tipalti - Best for automation
- QuickBooks Enterprise - Best payroll functions
- Xero - Best for small businesses
- FreshBooks - Best invoice tracking
- Sage Intacct - Best for nonprofits
- AvidXChange - Best for integrations
- BILL - Best for remote teams
- MineralTree - Best time-saving tool
- Procurify - Best for spend management
- Zoho Books - Best for vendor management
It’s crucial to have an efficient and reliable accounts payable system if you want your business to run smoothly. In this article, I’ll discuss 12 of the top options on the market. I'll look at features, scalability, pricing, and other factors to help you find the right AP software for your company.
What is Accounts Payable Software?
Accounts payable (AP) software is a type of financial management software. It’s designed to help businesses manage and streamline their accounts payable processes—saving them time and money.
AP software has become an essential tool for organizations seeking to improve their financial performance and optimize the management of accounts payable.
At its core, accounts payable software helps manage the invoice payment process and ensure vendors and suppliers are paid accurately and on time. AP software reduces the risk of human errors by automating manual tasks like data entry and invoice matching, helping businesses avoid overpayments, duplicate payments, missed payments, and late fees.
Software solutions for accounts payable typically include features for purchase order management, invoice and vendor management, and payment processing.
By automating various aspects of the accounts payable process, the software options I’ll discuss in this article can help businesses avoid late payment fees, maintain good working relationships with suppliers, and optimize their cash flow.
With the rise of cloud-based software solutions, many accounts payable software options are now available as software as a service (SaaS) offerings, making them more accessible and affordable for businesses of all sizes.
Overviews of the 12 Best Accounts Payable Software
Here are my top 12 accounts payable software picks. I’ve provided a pros and cons list for each, as well as what I think each option excels at.
1. Oracle NetSuite - Best for large companies
NetSuite offers one of the most comprehensive cloud-based ERP systems on the market. That’s true when it comes to managing your accounts payable, along with other financial and operational processes.
Why I picked Oracle NetSuite: It’s designed for large and growing businesses that require scalable and flexible systems. Large companies need a system that can handle complex workflows and multiple currencies.
Oracle NetSuite Standout Features and Integrations:
Standout features include reporting and analytics, with NetSuite providing real-time dashboards and reports that show the status of your payables, cash flow, vendor performance, and other metrics; invoice matching, automatically matching invoices to purchase orders, receipts, contracts, or other documents based on predefined rules that you set; and invoice capture, letting you capture invoices from a variety of sources including email, scan, EDI, or web services. It can also extract data from PDF or image files using OCR technology.
Integrations include Shopify, WooCommerce, Salesforce, HubSpot, UPS, Freshdesk, and Amazon. NetSuite Connector lets you integrate with a variety of e-commerce and marketplace, point of sale, and logistics platforms.
Pricing: Starting at $99 per user, per month. Contact NetSuite for a price quote.
Free Trial: Product demo available
Pros
- Integrates with plenty of third-party applications and software
- Supports multiple currencies, languages, tax rules, and payment methods
- Robust reporting and analytics system
Cons
- Too expensive and complex for small companies
- No free trial available
2. SAP Concur - Best for travel and expense management
SAP Concur is the best all-in-one tool that I could find when it comes to managing expenses and booking travel.
Why I picked SAP Concur: Depending on your business or industry, travel and expenses may represent a large amount of work for your accounts payable team. Concur helps to simplify and automate many of the tedious tasks associated with tracking and managing expenses.
SAP Concur Standout Features and Integrations:
Standout features include the ease with which you can create expense reports and bookings. Smart categorization helps keep everything organized and easy to find. The mobile app allows employees to capture receipts and track mileage right from their phones.
Integrations include all major credit cards and dozens of ERP apps and finance solutions. It also integrates with apps like Hertz and Uber, as well as many major airlines and hotel networks.
Pricing: From $8/month (Approximately 250 transactions per month)
Free Trial: Free demo available
Pros
- Great mobile application
- Direct travel booking right from the app
- 24/7 support
Cons
- User interface can be difficult to navigate on desktop
- Expensive, especially for smaller businesses
3. Tipalti - Best for automation
Tipalti uses automation to help you simplify the entire payment process. It works with everything from collecting supplier information to validating bank details.
Why I picked Tipalti: I chose Tipalti because I was looking for a solution that could handle automation even when dealing with complex payment scenarios. Tipalti can help with this even when dealing with suppliers from multiple different countries and when using different currencies. Software with more basic automation features is likely to kick out such payments for manual review.
Tipalti Standout Features and Integrations:
Standout features include a self-service supplier portal where suppliers can register, update their information, submit invoices, track payment status, and access tax documents. It also has a robust security framework that uses AI to detect and prevent fraudulent transactions and identity theft. Finally, a customizable approval workflow allows you to set up rules and conditions for approving invoices and payments—for example, thresholds, roles, and escalations.
Integrations include many popular accounting and ERP systems like QuickBooks Online, NetSuite, Sage Intacct, Xero, SAP Business One, etc. It also has an open API that allows you to connect with other applications and platforms.
Pricing: Starting at $149 per month for the platform fee.
Free Trial: Free demo available.
Pros
- Supplier portal lets vendors update their own info, saves you time
- Provides real-time visibility into your payment performance
- Reduces risk of errors, fraud, and compliance issues
Cons
- Pricing details are not transparent
- No free trial available
4. QuickBooks Enterprise - Best payroll functions
Payroll is seamlessly integrated with QuickBooks Enterprise. That means all of your data is coming from one source. You don’t need to enter data from a separate payroll system to keep your accounting records up-to-date.
Why I picked QuickBooks Enterprise: All versions of QuickBooks Enterprise include their Desktop Payroll module. You can use this to pay employees easily right from within QuickBooks. In addition to simplifying payroll, it also simplifies your tax filing and payments.
The Diamond version of QuickBooks Enterprise includes Assisted Payroll, where QuickBooks will manage your federal and state payroll taxes and filings for you – and they’re guaranteed to be on-time, accurate, and penalty-free.
QuickBooks Enterprise Standout Features and Integrations:
In addition to its payroll features, other standout features include over 200 built-in customizable reports, an advanced inventory management system that helps you automate inventory and order management, and QuickBooks Time Elite, a helpful tool that allows employees to track time from anywhere.
Integrations include Salesforce CRM connector, BILL, Hubspot, and other e-commerce integrations.
Pricing: From $160.28 per month
Free Trial: 30-day free trial
Pros
- User-friendly interface that’s easy to navigate
- Scalable—you can add features as you need them
- Affordable—one of the more inexpensive items on this list
Cons
- For larger companies, all of the add-on features can get expensive
- Desktop only, no mobile version
5. Xero - Best for small businesses
Xero is the accounts payable software that I recommend for small businesses. It’s user-friendly, safe and secure, and relatively user-friendly. While it doesn’t have every feature, it’s enough to get most companies started.
Why I picked Xero: It’s a cloud-based accounting software. That means you don’t need to have servers to store huge amounts of files and data locally. It also gives you access to your accounts wherever you are, on any device. That makes it great for small business owners who are traveling to farmer’s markets, trade shows, craft fairs, or festivals.
Xero Standout Features and Integrations:
Standout features include free product updates—no more having to buy new versions of software or upgrade every few years! It also shines with real-time updates and collaboration and offers a large variety of add-ons you can download for customization.
Integrations include payment options like Stripe, Square, and Paypal, along with Various payroll HR, inventory, CRM, e-commerce, and time-tracking apps.
Pricing: Starting at $13 per month
Free Trial: 30-day free trial
Pros
- Makes bank reconciliation easy to understand
- Scalable for growing businesses
- Inexpensive
Cons
- No annual billing option
- Cheapest plan has a limit of 20 invoices and five bills per month
6. FreshBooks - Best invoice tracking
FreshBooks has features like automated invoice reminders. You can customize when it sends a follow-up to clients for unpaid invoices. It also allows you to easily add tracked time and expenses directly to invoices.
Why I picked FreshBooks: It instantly keeps you up-to-date with when an invoice has been viewed and paid by a client. The software automatically tracks the inventory that you bill on invoices and adjusts accordingly. Plus, you can check on invoices from anywhere with the mobile app.
FreshBooks Standout Features and Integrations:
Standout features include automatic expense tracking. You can also set up recurring billing and client retainers and run business health reports.
Integrations include over 100 apps and tools like PayPal.
Pricing: From $17 per month
Free Trial: 30-day free trial
Pros
- User-friendly interface on both PC and mobile
- Automate recurring invoices
- Phone support 8 am to 8 pm EST, plus email support
Cons
- Lower plans have restrictive limits on users and clients
- Lite plan lacks basic double-entry accounting reports
7. Sage Intacct - Best for nonprofits
Sage Intacct is one of the few accounts payable software I could find that has a dedicated version for nonprofits. Nonprofit entities have a lot of unique considerations when it comes to accounting, so it’s better to have a product purpose-built for them instead of trying to make regular accounting software fit.
Why I picked Sage Intacct: Nonprofits may receive hundreds of grants and donations each year. Sage Intacct allows you to manage money from different grants or donors, programs, geographies, or other criteria. You can use it to set budgets for each individual event, campaign, or program that your nonprofit holds.
Sage Intacct Standout Features and Integrations:
Standout features include nonprofit-specific statements such as statements of activities, statements of financial position, and statements of cash flow. It provides a granular level of accuracy for all of your accounts and allows you to manage capital budgets.
Integrations include other accounting software like Tipalti, Stampli, and Mineraltree, plus many other popular business applications like SalesForce and Hubspot for CRM and ADP for payroll.
Pricing: Pricing upon request
Trial: 30-day free trial
Pros
- Marketplace includes over 350 software integrations
- Real-time visibility into financial performance
- Scalable, supports unlimited users
Cons
- Opaque pricing
- Steep learning curve
8. AvidXChange - Best for integrations
It’s important that your accounts payable software can communicate with your other software. Otherwise, you have to manually transfer data and files back and forth on a regular basis. AvidXChange helps to avoid that, with the widest range of integration options that I’ve seen for such software.
Why I picked AvidXChange: Chances are, whatever accounting software you use, you can use it with AvidXChange.
AvidXChange Standout Features and Integrations:
Standout features include various payment options like ACH, virtual cards, or checks. In the access portal, you can view and manage vendor invoices and payment details, and set up custom approval workflows that send automatic notifications and reminders. Plus, you can also use their mobile app to review and approve invoices.
Integrations include over 150 accounting systems like NetSuite and Sage Intacct, and an open API that allows businesses to connect with other third-party applications, in addition to the hundreds that it supports directly.
Pricing: Pricing upon request
Trial: Free demo available
Pros
- Dedicated customer support for integrations
- Produces full visibility and control over the AP workflow
- Mobile app allows you to approve invoices from anywhere
Cons
- No free trial
- Opaque pricing
9. BILL - Best for remote and virtual teams
BILL (formerly Bill.com) lets you automate your accounts payable (and accounts receivable) processes. It’s cloud-based and acts as a central place where all of your invoices and bills are stored. These details can then be accessed from anywhere.
Why I picked BILL: In terms of cloud-based solutions, I think BILL is one of the most well-rounded options available. It’s affordable but also comes with most of the features a small or medium-sized business would need.
BILL Standout Features and Integrations:
Standout features include a smart inbox that captures and digitizes invoices from email attachments, scans, or uploads; a built-in approval engine that lets you set up custom rules and workflows for different vendors, departments, or amounts; and a variety of payment methods including ACH, virtual cards, checks, and international wire transfers.
Integrations include over 100 apps, including Xero, QuickBooks, NetSuite, Expensify, and Salesforce.
Pricing: From $45 per user per month
Free Trial: 30-day free trial
Pros
- Can digitize documents straight from email attachments
- Syncs with accounting software to simplify reconciliation
- Real-time data and reports
Cons
- Fees charged on each transaction
- Some currencies and countries not supported
10. MineralTree - Best time-saving tool
MineralTree claims it can help you reduce costs by as much as 80% by automating your complete accounts payable process. This frees up time for your accounting staff to focus on more big-picture and strategic work instead of tedious data entry.
Why I picked MineralTree: This is one of the most effective and efficient AP automation tools on the market. In addition to the cost savings, the company claims that you’ll be able to process 3x your current invoice volume without increasing headcount.
MineralTree Standout Features and Integrations:
Standout features include full end-to-end AP automation, including invoice capture, invoice approval, payment authorization, payment optimization, and AP analytics. It also offers automated and optimized payments, and it integrates easily with other ERPs.
Integrations include hundreds of different ERP and accounting systems
Pricing: Pricing upon request
Free Trial: Free demo available
Pros
- Out-of-the-box integration with most ERP systems
- Enhanced security and reduced fraud risk
- Simplified reconciliation process
Cons
- No international payment transfers
- Opaque pricing
11. Procurify - Best for spend management
Spend management is about managing supplier relationships and purchases to make the most out of every dollar. Procurify is a tool that gives you real-time visibility and control over all of the spending within your business.
Why I picked Procurify: Being a profitable business isn’t just about how much money you bring in. It’s also important to budget, as well as have controls in place to eliminate rogue spending. Procurify gives you the tools you need to manage and reduce waste in your business.
Procurify Standout Features and Integrations:
Standout features include easy automations for every stage of the accounts payable process, including purchase orders, expense management, vendor management, and real-time dashboards.
You can quickly set up and customize your own workflow approval processes to help streamline your accounts payable process.
Integrations include QuickBooks, NetSuite, Slack, and an open API for other software.
Pricing: $2,000 per month
Free Trial: Free demo available
Pros
- Custom workflows and approval processes
- No hidden fees
- Real-time, customizable dashboards
Cons
- No free trial
- Limited integration options
12. Zoho Books - Best for vendor management
In a growing business, it can be hard to keep track of all of your suppliers and maintain good relationships with them. Zoho Books has built-in vendor management software that helps simplify how you handle vendor relationships.
Why I picked Zoho Books: It’s the only AP software I’ve come across with this level of detail given to optimizing vendors and contracts. It allows you to keep track of vendors and their contracts at a glance.
Zoho Books Standout Features and Integrations:
Standout features include a vendor management system that allows you to rate vendors based on quality of service, delivery time, complaint history, and other factors. You can then use this information to assign contracts to vendors based on performance. There’s also a vendor portal where vendors can upload transactions, and view purchase orders and invoices.
Integrations include Stripe, Paypal, Zapier, Dropbox, Slack, and Office 365.
Pricing: From $15 per month
Free Trial: 15-day free trial
Pros
- Free plan available
- Wide range of features
- Low-cost options
Cons
- Lower-priced plans are restrictive in terms of features
- Invoice customization is limited
Other Accounts Payable Software Options
Here are some other accounts payable software choices that unfortunately didn’t quite make my list but may be worth looking into.
- SAP Ariba - Best spend management features
- Coupa - Best features for tracking and managing purchase orders
- Basware - Best for procurement teams
- Microsoft Dynamics - Best modular, prebuilt applications and features
- Lightyear - Best for bookkeeping teams
- Nanonets - Best for OCR (optical character recognition) features
- Airbase - Best corporate credit card program features
Selection Criteria for Accounts Payable Software
I’m all too familiar with the frustrations of less-than-ideal accounting software. I drew on my own personal experience in accounts payable roles to find the tools that I would’ve loved to have.
Here’s a quick overview of the selection and evaluation criteria I used when selecting accounts payable software to include on this list:
Core Functionality
First, there’s some basic functionality that I expect to see from all accounts payable software. If accounts payable software doesn’t include these, it’s hard to justify including them on my list:
- Invoice management, including the ability to scan and digitize paper invoices
- Ability to match purchase orders and receipts to invoices (3-way match) to ensure accuracy and prevent overpayments
- Integration with other systems, such as ERP software
- Strong security features like data encryption and audit trails
- Compliance with regulatory standards like GAAP and SOX
Key Features
To deliver the core functionality that I outlined above, here are some features that a quality AP software will need to have:
- Cloud storage - This is particularly important for smaller businesses that can’t afford to have large servers on-site that are running 24/7, and the IT staff to maintain them.
- Financial reporting and analysis - AP software should include reporting and analysis capabilities that let you break down accounts payable according to age, amount, vendor, or department.
- Fraud prevention - End-to-end encryption is crucial for cloud-based solutions that are constantly connected and communicating over the internet. Software should also have features to prevent duplicate or unauthorized payments.
- Mobile access - Nowadays, it’s taken for granted that you should be able to access your financial information and approve invoices from anywhere, any time.
- Vendor portal - To centralize and streamline vendor management and onboarding processes, a vendor portal allows vendors and suppliers to input their own information and submit invoices digitally.
- Data capture - AP software should help make the processing of invoices less of a manual process. That includes digitizing physical invoices and automatically capturing information for key data fields. Plus, helping to automate workflows and the payment approval process.
Usability
I looked for software that was intuitive and simple to use. Software that had lots of complaints about it being difficult to use or navigate was excluded.
Value for Money
Most businesses will already have standard accounting software that’s capable of handling basic AP functions. For accounts payable software to be worth buying, it needs to contribute something extra—whether that’s automation and making the process more efficient, or specialization in a specific area.
People Also Ask
Here are some of the top questions that customers commonly have when shopping for accounts payable software.
Is accounts payable software the same as ERP software?
Does AP software help with AP automation?
How do I start automating my accounts payable process?
Conclusion
Implementing the right accounts payable software can improve an organization’s overall financial health by improving vendor relationships, automating error-prone manual tasks, and improving cash flow.
The right AP software for your situation will depend on your specific needs, the size of your business, and other factors. I recommend taking a close look at the areas of your accounts payable process that may not be operating as efficiently as they could.
Once you’ve identified an area like travel expenses or workflow approvals, then you can select an accounts payable software to help with that specific purpose.
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