Manual invoice processing leads to costly delays and late payments that weaken your vendor relationships and hurt your bottom line. It comes with a heightened risk of errors and communication breakdowns.
For modern organizations seeking a streamlined Accounts Payable (AP) process, you need a system that automates repetitive workflows and ensures accurate, reliable invoice data. However, there’s no one-size-fits-all solution for automating invoicing workflows.
The best invoice automation software gives you more control and visibility through centralized data and optimized processes. More importantly, it complements the unique needs and goals of your business.
This guide compares the five best invoice automation software solutions currently available. We’ll explore their advantages and core features to help you can make an informed purchasing decision for your business.
What makes the best invoice automation software?
In a nutshell, the best invoice automation software is easy to use, saves you time and money, and ensures invoice compliance with government regulations. It supports your high-level strategic goals and caters to the unique needs of your organization.
Manual AP systems lead to communication breakdowns. Siloed teams and fragmented data result in a lack of crucial visibility for stakeholders. Without a clear view of invoice statuses and history, it’s difficult to conduct audits or forecast cash flow reliably.
Thus, good invoice automation software centralizes invoice data, allowing it to be viewed in real time and easily searched for auditing purposes. Centralization also supports better supplier relationships and communications by providing visibility for all internal and external stakeholders.
The best invoice automation software can be assessed by several essential criteria:
- Meets the needs of your business: It fits into your budget, targets the pain points faced by your organization, and supports your core business objectives.
- Reduces costs and boosts efficiency: By automating manual processes and minimizing your cost-per-invoice, it delivers a high return on investment.
- Strengthens compliance and security: It ensures your invoices comply with government regulations, enforces internal controls, and minimizes the risk of fraud.
With this baseline in mind, we curated this list of the top AP invoice automation software by investigating the best platforms currently on the market—comparing their features, accessibility, and user satisfaction rates.
The 5 best invoice automation software systems for 2025
If you’re short on time, here’s a summary of the top invoice automation software:
- Vroozi: Best overall for AP invoice automation
- QuickBooks: Best for small businesses
- Spendesk: Best for mid-sized organizations
- Tipalti: Best for large or complex enterprises
- Sage Intacct: Best for multi-entity organizations
Keep reading to learn more about these solutions and make the right decision for your business.
1. Vroozi
Vroozi is an AI-powered AP invoice automation and procure-to-pay software that reduces your invoice processing costs by automatically validating, matching, and coding invoices to eliminate bottlenecks and manual data entry.
Vroozi offers an intuitive user experience, resulting in high user adoption rates and minimal training costs. You can quickly determine if it’s the right solution for you with a free interactive product tour that guides you through every workflow in the invoice lifecycle, from receipt to payment.
Invoice data capture
Vroozi makes manual data entry from paper and PDF invoices redundant, saving you valuable time and minimizing the risk of errors.
Invoice document data—including invoice numbers, quantities, taxes, dates, and totals—is automatically captured by scanning and formatting paper and PDF invoices. Invoices are digitized and then smart-coded based on history and confidence scores.
Two- and three-way matching
Vroozi can be configured to automatically verify invoice details against the original purchase order (PO) for two-way matching, or against the PO and the goods receipt for three-way matching and a fully touchless invoice processing workflow. This helps you eliminate invoice fraud and prevent costly errors with built-in duplicate detection.
Custom approval workflows
With Vroozi you can minimize payment delays and quickly resolve exceptions by creating approval and exception rules that automatically route invoices to the correct stakeholders.
The platform enables users to set up custom approval and review hierarchies based on your organization’s rules, configure alerts and notifications to accelerate resolutions, and set up supplier self-service for invoice and payment status visibility.
eInvoicing and tax compliance
Vroozi’s best-in-class eInvoicing functionality ensures compliance with domestic and international regulations, supporting a broad range of country-specific eInvoice formats and standards. It integrates seamlessly with government portals and networks and helps enforce the conformity of invoice data with legal requirements.
Data security and fraud prevention
The platform uses built-in real-time duplicate invoice detection to prevent overpayments and financial discrepancies, ensuring you only pay for the goods and services you actually purchased. Vroozi immediately alerts you of suspicious activities to support timely investigation and resolution of discrepancies.
Procure-to-pay automation
Vroozi is more than just AP invoice automation software—it’s an end-to-end spend management platform for all your procure-to-pay operations that provides complete visibility for every stage in the procurement process.
The software leverages AI and machine learning to simplify and streamline purchasing and supplier management, and includes seamless integrations with major ERP and accounting systems for complete data transparency.
Schedule a free demo with one of our product experts to learn how Vroozi can help your business thrive.
2. QuickBooks
QuickBooks is a cloud accounting and invoice automation software specifically designed for small businesses. It helps you create and send invoices, manage expenses, and track payments in a centralized system that eliminates the need for manual data entry.
With four pricing tiers ranging from $35–235 per month, QuickBooks is a low-cost option for small and emerging businesses that’s simple to use and packed with useful accounting features.
While it lacks the comprehensive functionality of some of the other products on our list, the software is a logical step up from spreadsheet- and paper-based accounting systems for small and emerging organizations.
3. Spendesk
Spendesk is an automated invoice management software for tracking purchase orders, handling invoices, and managing payments. The platform offers intuitive AP features, such as automatic three-way matching and invoice processing, making it one of the best invoice automation systems for mid-sized organizations.
With Spendesk, you can reduce reliance on manual data entry and gain real-time control of company spend with automated procurement workflows and centralized budget tracking.
4. Tipalti
Tipalti is an Accounts Payable automation software designed to automate the end-to-end invoice management process from invoice processing to supplier communications. It offers several pre-built ERP integrations including Xero, Netsuite, and Acumatica—making it one of the best invoice automation software tools for complex businesses.
While its comprehensive functionality may result in slower adoption rates and higher training costs, Tipalti is an all-in-one finance management solution that streamlines AP processes and shortens payment cycle times.
5. Sage Intacct
Sage Intacct is a cloud-based finance automation platform that centralizes and streamlines invoice management, payroll, and reporting with special features designed to support multi-entity organizations.
In addition to AP invoice automation, Sage Intacct also provides functionality for Accounts Receivable and real-time reporting dashboards that centralize data for all your global entities. This means you can manage, track, and consolidate all your entities with a single setup to establish a holistic view of your finances.
Streamline AP processes with automated invoicing from Vroozi
Modern businesses need fast, accurate solutions to achieve the efficiency and cost-savings that drive profitability and productivity. Vroozi’s AI-powered spend management and invoice automation platform accelerates your AP processes with touchless invoice processing, shorter cycle times, and centralized reporting.
Try Vroozi for yourself today with our free interactive product tour, or schedule a software demo with one of our friendly team members.
