Accounts payable software is a game-changer for businesses looking to streamline their financial processes and improve efficiency. With the right accounts payable software, you can automate tasks, reduce errors, and gain better control over your payables. In this comprehensive guide, we will explore what accounts payable software is, how it works, and provide a detailed list of the top 10 AP software solutions in 2024. We will also guide you on how to choose the right software for your business. So let’s dive in!
What is Accounts Payable Software?
Accounts payable software refers to a technology solution that helps businesses manage and automate their payables processes. It enables companies to streamline the entire accounts payable workflow, from invoice capture and data entry to approvals and payments. With accounts payable software, you can eliminate manual tasks, reduce errors, and improve the overall efficiency of your financial operations.
How Does Accounts Payable Software Work?
Accounts payable software works by automating the various steps involved in the payables process. Here is a breakdown of how it typically works:
Invoice Capture
Accounts payable software allows you to capture invoices electronically, either through OCR scanning, actionable email, or vendor portal upload. This eliminates the need for manual data entry and ensures accurate and efficient invoice processing.
Invoice Processing
The software automatically extracts relevant data from the invoices, such as vendor details, invoice number, and line item information. It categorizes and organizes the invoices for further processing.
Approval Workflow
Accounts payable software streamlines the approval process by automating routing and notifications. Approvers can review invoices, make comments, and approve or reject them directly within the software. This eliminates the need for manual follow-ups and ensures timely approvals.
Automated Matching
The software can perform automated matching, either two-way or three-way, comparing the invoice against the purchase order and receipt of goods/services. This ensures that the invoice aligns with the agreed-upon terms before proceeding further.
Payment Processing
Once invoices are approved, the software facilitates seamless payment processing. It integrates with your preferred payment methods, such as ACH transfers, wire transfers, or virtual credit cards, to enable quick and secure payments to vendors.
Reporting and Analytics
Accounts payable software provides real-time visibility into your payables data. You can generate reports, track payment status, monitor cash flow, and gain valuable insights into your financial operations. This helps you make informed decisions and optimize your payables processes.
The Top 10 AP Software Solutions: A Detailed List
When it comes to choosing the right accounts payable software for your business, you have a variety of options to consider. Here is a detailed list of the top 10 AP software solutions in 2024:
1. Zapro
Zapro is an intelligent automation AI for business processes, and accounts payable automation is one of its most popular use cases. With Zapro, you can automate data capture, build workflows, streamline existing AP processes, and manage the end-to-end AP management. It is suitable for small to medium businesses, large enterprises with legacy ERPs, accounting firms, and growing companies. Zapro utilizes advanced machine learning algorithms to continuously improve accuracy and efficiency in data capture and processing.
The platform offers customizable workflows to adapt to the unique needs and complexities of different businesses and industries. Zapro integrates seamlessly with existing ERP systems, accounting software, and other tools commonly used in finance and accounting departments. Its intuitive user interface makes it easy for non-technical users to configure and manage automation processes.
Zapro provides real-time insights and analytics to track performance, identify bottlenecks, and optimize AP processes for maximum efficiency and cost savings. With Zapro, businesses can reduce manual errors, eliminate paper-based processes, and accelerate invoice processing cycles, leading to faster payments and improved vendor relationships. The platform prioritizes data security and compliance, ensuring that sensitive financial information is protected and regulatory requirements are met.
Features:
- Invoice Capture via OCR, Vendor Portal, PO Flip, Contract Based, Recurring Invoices.
- Invoice processing, matching, and tolerance with 3-way & 2-way matching.
- Touchless invoice generation for successful matches.
- Exception and Dispute handling for invoices that fail matching.
- Customized line taxation for different customer needs.
- Handling non-PO items in PO-backed invoices and vice versa.
- Customized & Automated Tax Codes and Tax Rates application at Invoice Header and Line Level.
- Seamless integrations to ERP’s.
Best For:
Small to medium businesses, large enterprises with legacy ERPs, accounting firms, multinational businesses, and growing companies looking to formalize or automate their finance function
Pricing Details:
Zapro offers flexible pricing plans to cater to different business needs.
Free Trial: Available
2. QuickBooks Online
QuickBooks Online is a cloud-based accounting software that includes accounts payable functionality. It offers seamless integrations with third-party add-ons for AP automation, making it a popular choice for small and mid-market companies. QuickBooks Online also supports various payment methods, such as credit cards, debit cards, PayPal, and ACH transfers.
Best For
Small and mid sized businesses
Pricing Details
QuickBooks Online offers 4 pricing plans:
- Simple Start starts at $30/mo
- Essentials starts at $60/mo
- Plus starts at $90/mo
- Advanced starts at $200/mo
3. Sage Intacct
Sage Intacct is a cloud-based ERP accounting software system that includes accounts payable software with automated payables workflows. It offers real-time tracking and views of payments, approvals, and reports. Sage Intacct is known for its simple chart of accounts and multi-dimensional reporting capabilities.
Best for:
Businesses interested in GAAP compliance and multi-dimensional report views
Price Range:
annual subscription price starts at $10,320
4. NetSuite
NetSuite is a cloud ERP system with a wide range of modules, including accounts payable. It allows for seamless integration with AP automation platforms to enhance its capabilities. NetSuite offers real-time insight into customer invoicing and payment details, reporting, and analytics.
Best for:
Small business, mid-sized, and some enterprise companies
Price Range:
Base ERP Package
- Cost: $999 per month
- Includes Basic Enterprise Resource Planning functionalities.
User Licenses
- Cost: $100 – $200 per user/month
Limited User License
- Cost: $50 – $100 per user/month
5. Microsoft Dynamics 365
Dynamics 365 is a Microsoft product that combines ERP and CRM functionalities. It includes accounts payable solutions for Microsoft-friendly companies. Its automation capabilities enable quick and seamless integrations with other Microsoft products, reducing deployment risks.
Best for:
Small business, mid-sized, and some enterprise companies
Price Range:
Pricing is based on Cloud Solution Provider (CSP) pricing.
6. Epicor
Epicor provides global on-premises and cloud ERP systems for various industries. Its ERP system includes accounts payable software that streamlines the AP workflow process. Epicor’s flexibility and customization options make it a popular choice for companies of all sizes.
Best for:
Companies of all sizes looking to grow their business
Price Range:
USD $349.00 per month
7. SAP
SAP offers a wide range of cloud ERP systems for different business processes. Its ERP system includes accounts payable software for large businesses. SAP also offers ERP solutions for small businesses and midsize companies. SAP’s finance capabilities include support for usage-based billing models and AI-driven financial insights.
Best for:
Large enterprise companies with big budgets for top-level SAP ERP (other SAP software offerings for small businesses and midsize companies)
Price Range:
USD $50.00 per month
8. Stampli
Stampli is an AP automation platform that combines AP communication, documentation, and payments into one collaborative solution. Its templates make it easy for approvers, vendors, and other parties to understand what needs to be done, resulting in faster approvals and payments.
Best For:
Small and midsize businesses
Pricing Details:
Stampli only offers quote-based plans/pricing
9. Tipalti
Tipalti caters to the emerging eCommerce landscape by enabling businesses to automate payments to digital-centric roles like affiliate marketers and freelancers. Its reach extends globally, supporting payments in over 200 local currencies, reflecting its commitment to cross-border transactions.
Distinguished by its compatibility with niche affiliate and influencer platforms overlooked by other AP automation tools, Tipalti emerges as an indispensable ally for digital marketing teams. By automating these payments, Tipalti ensures seamless operational continuity for companies engaged in affiliate or influencer campaigns, fostering brand visibility and sustained momentum.
Best For:
Small to medium-sized businesses
Pricing Details:
Tipalti offers two scaled pricing plans:
- Tipalti Express starts at $149 per month
- Tipalti Advanced is quote-based
10. Ramp
Ramp provides a diverse array of financial solutions tailored to businesses, primarily in the tech sector. What sets Ramp apart is its comprehensive suite of services, ranging from vendor management to corporate credit cards, aimed at empowering small companies and startups to prioritize business growth.
For startups, the initial journey into expanding their financial operations can be daunting and time-consuming. Tasks like data entry, approvals, and synchronization demand valuable time that could be more effectively allocated to core business management. Additionally, Ramp offers payment management systems, such as virtual cards and recurring billing, enabling clients to automate both outgoing and incoming payments, further streamlining financial processes.
Best For:
Large Enterprises, Mid Size Business, Non Profit, Public Administrations, Small Business
Pricing Details:
Ramp offers 3 pricing plans:
- The Ramp plan starts at $0 per user/month
- The Ramp Plus plan starts at $15 per user/month
- The Ramp Enterprise plan requires a custom quote/pricing
How to Choose the Right Accounts Payable Software?
Choosing the right accounts payable software for your business can be a daunting task. To help you make an informed decision, here are some key factors to consider:
Business Needs
Assess your business requirements and identify the specific pain points you want to address with accounts payable software. Consider factors such as invoice volume, payment methods, integration needs, and scalability.
Features and Functionality
Look for software that offers the features and functionality you need, such as invoice capture, approval workflows, payment processing, reporting, and analytics. Consider whether the software supports your preferred payment methods and integrates with your existing systems.
User-Friendliness
The software should be user-friendly and intuitive, with a clean and organized interface. Consider the ease of use for both AP staff and approvers, as well as the availability of training and support resources.
Security and Compliance
Ensure that the software provides robust security measures to protect sensitive financial data. Look for features such as data encryption, user access controls, and compliance with industry regulations such as GDPR or HIPAA.
Scalability and Flexibility
Choose software that can grow with your business. Consider whether the software can handle increasing invoice volume, support multiple entities or subsidiaries, and adapt to changing business needs.
Integration Capabilities
Assess the software’s integration capabilities with your existing systems, such as your ERP or accounting software. Seamless integration can streamline workflows and eliminate manual data entry.
Pricing and ROI Analysis
Evaluate the pricing models of different software solutions and consider the return on investment (ROI) they can deliver. Look for transparent pricing structures and consider the total cost of ownership, including implementation, training, and ongoing support.
Implementation and Support
Consider the implementation process and the level of support provided by the software vendor. Look for vendors that offer training resources, documentation, and responsive customer support.
By carefully considering these factors, you can choose the right accounts payable software that aligns with your business goals and helps you optimize your financial processes.
Benefits of Using Accounts Payable Software
Implementing accounts payable software can bring numerous benefits to your business. Here are some key advantages:
Time and Cost Savings
By automating manual tasks, such as data entry and invoice processing, accounts payable software can save you valuable time and reduce operational costs. It eliminates the need for manual paperwork, reduces errors, and improves process efficiency.
Improved Accuracy and Compliance
Accounts payable software ensures accurate data capture, reduces the risk of errors, and enhances compliance with regulatory requirements. It helps you maintain accurate records, track payment terms, and stay on top of vendor relationships.
Streamlined Workflows and Faster Approvals
With automated approval workflows, accounts payable software streamlines the entire approval process. It eliminates bottlenecks, reduces approval cycle times, and improves collaboration between AP staff and approvers.
Real-Time Visibility and Reporting
Accounts payable software provides real-time visibility into your payables data. You can generate reports, track payment status, monitor cash flow, and gain valuable insights into your financial operations. This helps you make informed decisions and optimize your payables processes.
Enhanced Vendor and Supplier Relationships
By processing invoices and making payments in a timely manner, accounts payable software helps you build stronger relationships with your vendors and suppliers. It improves communication, reduces payment delays, and enhances your reputation as a reliable business partner.
Improved Cash Flow Management
Accounts payable software enables better cash flow management by providing visibility into upcoming payment obligations and allowing you to optimize payment timing. It helps you take advantage of early payment discounts and avoid late payment penalties.
Key Features to Look for in Accounts Payable Software
When evaluating accounts payable software, it’s important to consider the key features that can enhance your payables process. Here are some essential features to look for:
Invoice Capture
The software should offer automated invoice capture capabilities, allowing you to capture invoices electronically from various sources such as OCR scanning, email, or supplier portals.
Automated Matching
Look for software that supports automated matching, including two-way and three-way matching functionalities. This ensures that invoices align with corresponding purchase orders and receipts, minimizing errors and discrepancies.
Approval Workflows
Look for software that enables customizable approval workflows, routing invoices to the appropriate approvers based on predefined rules. The software should provide notifications and reminders to ensure timely approvals.
Payment Processing
Ensure that the software supports multiple payment methods, such as ACH transfers, wire transfers, or virtual credit cards. It should integrate with your preferred payment gateway or bank to facilitate seamless payments.
Data Extraction and Validation
The software should automatically extract relevant data from invoices and validate it for accuracy. This reduces manual data entry errors and ensures the integrity of your financial records.
Reporting and Analytics
Look for software that provides robust reporting and analytics capabilities. It should offer real-time visibility into your payables data, allowing you to generate customized reports, track key metrics, and gain valuable insights.
Integration with Other Systems
Consider whether the software integrates seamlessly with your existing systems, such as your ERP or accounting software. Integration enables data synchronization, eliminates manual data entry, and improves overall process efficiency.
Security and Compliance
Ensure that the software provides robust security measures to protect sensitive financial data. Look for features such as data encryption, user access controls, and compliance with industry regulations.
User-Friendly Interface
The software should have a user-friendly interface that is intuitive and easy to navigate. It should require minimal training for both AP staff and approvers, allowing them to quickly adapt to the new system.
By prioritizing these key features, you can choose accounts payable software that meets your specific business needs and helps you optimize your payables process.
Integration with Other Systems
Integration with other systems is a crucial consideration when choosing accounts payable software. Seamless integration can eliminate manual data entry, improve process efficiency, and ensure data consistency across systems. Here are some common integration points to consider:
ERP Integration
Accounts payable software should integrate seamlessly with your ERP system or accounting software. This allows for the synchronization of financial data, such as vendor information, general ledger codes, and payment details.
Payment Gateway Integration
If you use a specific payment gateway or bank for payment processing, ensure that the accounts payable software can integrate with it. This streamlines the payment process and ensures accurate and timely payments to vendors.
Vendor Portal Integration
If you have a vendor portal where vendors can submit invoices, look for accounts payable software that can integrate with it. This enables direct invoice submission, eliminates manual data entry, and improves collaboration with vendors.
Document Management System Integration
Integration with your document management system allows for seamless document storage, retrieval, and archival. This ensures that all relevant documents, such as invoices and supporting documents, are easily accessible within the accounts payable software.
Reporting and Analytics Integration
Accounts payable software should integrate with your reporting and analytics tools to provide real-time visibility into payables data. This enables you to generate customized reports, track key metrics, and gain valuable insights into your financial operations.
By ensuring smooth integration with your existing systems, accounts payable software becomes an integral part of your overall financial ecosystem, enhancing efficiency and accuracy in your payables process.
Pricing and ROI Analysis
Pricing is an important consideration when selecting accounts payable software. It’s essential to evaluate the pricing models of different software solutions and consider the return on investment (ROI) they can deliver. Here are some key aspects to consider:
Subscription-based Pricing
Most accounts payable software solutions offer subscription-based pricing, where you pay a monthly or annual fee based on the number of users or the volume of invoices processed. Consider whether the pricing structure aligns with your budget and the scalability of your business.
Implementation Costs
Some software solutions may charge additional fees for implementation, training, and customization. Evaluate these costs and consider whether they are reasonable compared to the value the software can deliver.
ROI Analysis
Perform a thorough ROI analysis to understand the potential cost savings and benefits of implementing accounts payable software. Consider factors such as time savings, reduction in manual errors, improved efficiency, and better vendor relationships. Compare the projected ROI with the software’s pricing to determine its value for your business.
Hidden Costs
Be aware of any hidden costs, such as fees for additional features or support services. Carefully review the terms and conditions, and ask the software vendor for clarification if needed.
By conducting a comprehensive pricing and ROI analysis, you can choose accounts payable software that aligns with your budget and delivers a strong return on investment for your business.
Implementation and Support
Implementation and ongoing support are critical factors to consider when selecting accounts payable software. Here are some key aspects to evaluate:
Implementation Process
Understand the implementation process and the level of support provided by the software vendor. Look for vendors that offer implementation assistance, training resources, and documentation to ensure a smooth transition.
Training and Onboarding
Consider the availability of training resources and onboarding support for your AP staff and approvers. Look for software vendors that offer comprehensive training materials, webinars, or dedicated support to help users get up to speed quickly.
Customer Support
Evaluate the quality and responsiveness of the software vendor’s customer support. Look for vendors that offer multiple support channels, such as phone, email, or live chat, and have a reputation for excellent customer service.
Software Updates and Maintenance
Inquire about the frequency of software updates and how maintenance and bug fixes are handled. Regular updates ensure that you have access to the latest features and security patches.
User Feedback and Reviews
Research user feedback and reviews to gain insights into the software vendor’s reputation for implementation and support. Consider joining user forums or communities to connect with other users and learn from their experiences.
By choosing a software vendor that provides robust implementation support and responsive customer support, you can ensure a successful implementation and have peace of mind knowing that help is available when needed.
Zapro: Your Ideal AP Software Solution
Zapro is an AI-driven automation software that offers a comprehensive solution for accounts payable. With Zapro, you can automate your AP processes, streamline workflows, and eliminate manual tasks. Zapro’s core offering includes automated data capture, end-to-end AP management, and seamless integration with your existing systems.
Zapro is suitable for small to medium businesses, large enterprises, accounting firms, and growing companies. It offers flexible pricing plans to cater to different business needs. Whether you’re looking to automate data capture, streamline approvals, or improve payment processing, Zapro has you covered.
Implementing the right accounts payable software can transform your financial processes, improve efficiency, and drive cost savings. By automating manual tasks, streamlining workflows, and enhancing visibility, you can gain better control over your payables and strengthen relationships with vendors and suppliers.
In this guide, we explored what accounts payable software is, how it works, and provided a detailed list of the top 10 AP software solutions in 2024. We also guided you on how to choose the right software for your business, considering factors such as features, integration capabilities, security, pricing, and implementation support.
Zapro is an ideal AP software solution that offers comprehensive automation and integration capabilities. With Zapro, you can streamline your payables process, reduce errors, and improve efficiency. It is suitable for businesses of all sizes, offering flexible pricing plans to cater to different needs.
By selecting the right accounts payable software and leveraging its features, you can optimize your financial operations, save time and costs, and gain a competitive edge in today’s fast-paced business landscape.
Ready to take your accounts payable process to the next level? Contact Zapro today for a demo and see how their AP software can transform your business!