10 best invoice automation software for 2025
In this article
Everything’s a workflow these days. Sales runs in CRMs, HR lives in dashboards, and even onboarding has a “journey.” Yet here we are, still routing, approving, and reconciling invoices over email like it’s 2005. The good news? Software has caught up! Modern invoice tools don’t just scan PDFs, they handle the gruntwork from capture to payments, without endless reminders to “please take a look and sign off!”
In this guide, we'll look at which platforms actually automate accounts payable (and which ones just move the mess into the cloud). Whether you’re managing a few vendors or thousands, the right solution can take AP from cost center to self-driving process, so we dug into the functionality behind the marketing to help you understand which platforms are worth your finance team’s time.
What is invoice automation software?
Invoice automation software refers to tools that digitize and streamline the accounts payable process by eliminating many of the manual tasks involved in document handling, data entry, and approval workflows.
Here's how it works:
Invoices are captured electronically from multiple sources (email, scanned documents, PDFs) using OCR technology to extract and validate data.
The system automatically matches invoices with purchase orders and receiving documents, then routes them through preset approval workflows.
Invoice data syncs with your ERP or accounting system, ensuring accurate record-keeping in the general ledger.
Payments are scheduled and executed digitally, with options for multiple payment methods.
The key difference is that automation removes the need for AP teams to manually key in invoice data, chase down approvals, and cut checks. The entire process is handled by software in a fraction of the time, while maintaining compliance and audit trails.
Why should businesses automate invoice management?
There are several compelling reasons for companies of all sizes to automate their invoice and payment processes.
Over 28% of finance leaders report spending significant time processing invoices, and 44% complain that teams spend more than half their time on admin work. With software handling the bulk of data entry and routing work, AP staff can focus on higher-value activities.
Manual processing doesn't just slow teams down; it fragments financial visibility. Many finance teams juggle seven or more disconnected tools every month, making it difficult to track where invoices sit in the approval chain or verify that payments align with company policy. Invoice automation can close these gaps by connecting supplier data, approvals, and payment status in a single workstream.
Lastly, beyond efficiency gains, automation safeguards businesses against late payments, duplicate invoices, and potential fraud through built-in controls and AI-powered anomaly detection.
Quick comparison: Best invoice automation software at a glance
All the critical information you need about capabilities, ecosystems, feature sets, and more in a consolidated table.
Tool | Type of System | Invoice Capture Method | Approval & Policy Controls | Payment Capabilities | Analytics | Ecosystem | Use Case |
|---|---|---|---|---|---|---|---|
Rippling | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Dynamic approval routing tied to employee data, spend limits, and departmental policies | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Native integration with Rippling HR, payroll, and IT data; automatic sync to accounting platforms | Built for companies that want end-to-end control over all employee and vendor spend in one platform |
Ramp | Accounts payable automation within Ramp’s broader spend management platform | AI-powered OCR for invoice uploads or email forwarding | Configurable routing rules and automated matching checks | ACH, check, wire, and card payments, including international transfers | Real-time dashboards and spend tracking across vendors and departments | Native integrations with Ramp cards, expense tools, and accounting systems | For finance teams managing AP alongside company spend |
Bill.com | Cloud AP automation and payment management tool | Automated invoice intake via email forwarding, drag-and-drop upload, or mobile capture | Configurable approval chains with dual-control options and audit logging | ACH, virtual card, international wire, and paper check payments | Automatic status updates and approval tracking; not real-time across systems | Syncs with major accounting systems; approval workflows tie into AP module | For SMBs to mid-market companies automating AP and approvals |
Brex | Bill payment feature within Brex’s spend management platform — not a standalone AP system | Basic AI-powered OCR for uploaded or forwarded invoices; limited batch handling | Rule-based approvals tied to spend categories; lacks advanced escalation or PO workflows | ACH, wire, check, and virtual card payments through Brex accounts; limited customization | Invoice and payment status tracking within Brex; lacks cross-ledger visibility | Syncs with accounting tools like QuickBooks and NetSuite; limited configuration depth | For startups and small teams needing basic payables tied to card and expense management |
Tipalti | End-to-end AP automation solution designed for global enterprises | AI-driven invoice processing (OCR + auto-coding) | Flexible bill approval workflows, PO matching (2- and 3-way) | 50+ payment methods across 200+ countries and 120+ currencies | Entity-level spend dashboards and reconciliation sync with ERP | Prebuilt ERP integrations, API support, connected modules (procurement, expenses) | For mid-market to global enterprises needing multi-entity, compliance-rich AP workflows |
SAP Concur | Stand-alone AP module within SAP Concur suite; integrates with but sold separately from SAP ERP and other Concur products | Digital invoice capture using OCR and email ingestion, with optional three-way match add-on | Custom approval chains and tolerance settings; setup requires admin configuration | External payment connectors and partner integrations; no native payment engine | Invoice-level tracking; consolidated analytics require additional SAP tools | Integrates with SAP ERP and other accounting systems; high configuration and licensing costs | For enterprises already invested in SAP; requires configuration and IT resources |
Sage Intacct | Core accounting platform with AP module layered on top of standard accounting workflows | Semi-automated bill entry using AI-assisted data extraction; advanced OCR via third-party integrations | Configurable rule-based approvals; policy enforcement requires manual setup | ACH, checks, and card payments; configurable but not natively automated | Accounting-level reporting and vendor spend summaries | Deep ERP integrations; often relies on partner apps for OCR and automation extensions | For mid-market and enterprise finance teams prioritizing accounting precision over automation |
QuickBooks Online | Cloud accounting platform with basic invoicing and bill-pay features — not a dedicated AP automation tool | Manual bill entry or email forwarding; limited automation without third-party apps | Lacks built-in multi-step approvals; relies on external integrations | ACH, check, or credit card; requires configuration or add-ons | Accounting-level spend reports; no unified visibility across payroll or expenses | Connects to third-party apps for invoice capture, expense management, and approvals | For small businesses managing bookkeeping with limited automation |
FreshBooks | Primarily AR and billing system with limited bill tracking in certain plans | Manual entry of bills; no OCR or automation for vendor invoices | No built-in approval workflows for vendor payments | Accepts client payments via credit card or ACH; cannot initiate vendor payments | AR-focused reporting; basic bill tracking for vendor payments | Syncs with banking and accounting features; limited payables integration | For freelancers and small businesses managing client invoices; limited AP functionality |
Zoho Books | Core accounting and billing platform with optional BillPay module for vendor payments — not a dedicated AP tool | Manual entry or upload; optional document scanning converts invoices into bills | Basic role-based approval rules for bills and payments; lacks dynamic routing | Supports vendor payments via ACH, check, and bank transfer through BillPay add-on | Bill tracking and vendor balances within Zoho Books; limited payroll or expense visibility | Works within the Zoho suite; limited native integration beyond Zoho ecosystem | For SMBs using Zoho ecosystem to manage billing and light AP in one platform |
Methodology: How we chose the best invoice automation software
Each tool in this roundup was evaluated based on verifiable functionality, not marketing claims. In other words, we focused on what each tool can prove-ably do, not what it promises. Our goal: to identify what’s real, replicable, and representative of the product experience. We chose the best invoice automation software, including:
Deep dives into official product documentation: These formed the foundation of our research. Why? Because this is where most “automated” platforms reveal their true scope: what’s native, what’s add-on, and what requires a third-party connector. We looked at technical specs, feature guides, and integration documentation across all ten tools to confirm whether capabilities like invoice capture, policy enforcement, and payment processing come built-in or are partner-dependent.
Official tutorials, help centers, and setup guides where available: These resources provide a clearer picture of day-to-day usability. How many steps does it take to configure an approval workflow? Can you schedule payments directly in-platform? What kind of data visibility can the finance team expect?
Product demos and customer implementation examples: We avoided third-party review sites, though, as these tend to blur the lines between AP automation, expense tools, and simple bill pay.
Rippling editorial policy: Rippling puts our customers (and prospective customers!) first. The Rippling team is committed to providing information supported by product data, insights, and customer feedback to inform our content.
10 best invoice automation software & systems for accounts payable
Ready to modernize your AP processes? Here are the leading invoice automation solutions:
1. Rippling
Rippling is the only platform that unifies all company spend — from payroll and corporate cards to bill payments and expenses — in a single, integrated system. Plus, unlike other solutions, Rippling connects finance operations with HR data for unprecedented spend control and visibility.
Rippling at a glance
Capability | Rippling |
|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform |
Features
AI-powered OCR for automatic invoice capture and bill creation
Customizable policy engine for automated approval routing based on spend levels and employee attributes
Vendor portal for self-service profile and payment detail management
Multiple payment options, including ACH, wire transfers, and checks
Built-in spend analytics and custom reporting dashboards
Benefits
Complete spend visibility across bills, expenses, payroll, and corporate cards with no coding required
Granular spend analysis by department, location, team, and individual employee
Detect and prevent duplicate payments through intelligent matching
Sync data automatically with major accounting platforms for seamless reconciliation
Enhanced spend control through automated policy enforcement
Customized rules have to be my favorite. Our company moves fast, and people are changing teams all the time. It saves us so much headache that you can write rules based on attributes other than name or specific job title.
Cassandra Margolin
Head of People at Jasper
Who’s it for?
Best for: companies that want a single system to manage all types of spend without relying on multiple tools or connectors, or that need granular spend control tied to real organizational data and hierarchies.
Avoid if: you need a heavily customized ERP environment or have to maintain deeply entrenched legacy finance systems.
2. Ramp
Ramp is a spend management platform that combines corporate cards with AP automation.
Ramp at a glance
Capability | Rippling | Ramp |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Accounts payable automation within Ramp’s spend management platform |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | AI-powered OCR for invoice uploads or email forwarding |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Configurable routing rules and automated matching checks |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | ACH, check, wire, and card payments, including international transfers |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Dashboards and spend tracking across vendors and departments |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Integrations with Ramp cards, expense tools, and major accounting software |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Designed for finance teams managing AP alongside other company spend |
Features
AI-powered invoice data capture and coding
Multi-layer approval workflows with intelligent routing
Automated duplicate detection and error prevention
Benefits
Centralized payment management
Real-time spend tracking
Automated vendor management
Who’s it for?
Best for: teams that want to automate basic AP workflows and consolidate invoice payments with card and expense management.
Avoid if: you need deeper visibility into company-wide spend, including payroll and headcount, or need finance controls driven by employee data and org structure.
3. BILL.com
BILL.com is a cloud-based payment platform that automates invoice processing and payment workflows for businesses of all sizes.
BILL.com at a glance
Capability | Rippling | BILL.com |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Cloud AP automation and approval workflows module |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Vendors email invoices to a dedicated address, or users upload PDFs/photos |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Custom approval flows, approval groups, dual control/separation of duties |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | ACH, virtual card, international wire, paper check options |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Dashboards that show invoice status, approval stages, vendor data |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Syncs with major accounting systems; approval workflows tie into AP module |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Suited for SMBs to mid-market that need to automate AP and approvals with standard controls |
Features
Multiple invoice import options
Automated approval routing
International payment capabilities
Benefits
Fast payment processing
Good payment security
Simplified reconciliation with accounting software
Who’s it for?
Best for: companies where separation of duties and multi-step approvals matter, that want to digitize AP workflows with basic tools like automated invoice intake.
Avoid if: you want a system that connects AP to HR or payroll data, or you need advanced spend analytics across non-vendor categories, like payroll.
4. Brex
Brex is a finance platform that combines basic bill pay automation with spend management tools.
Brex at a glance
Capability | Rippling | Brex |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Bill payment feature within Brex’s spend management platform |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Basic AI-powered OCR for uploaded or forwarded invoices; limited multi-invoice batch handling |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Rule-based approvals tied to spend categories; lacks advanced escalation or PO-based workflows |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | ACH, wire, check, and virtual card payments through Brex accounts; limited customization of payment timing and reconciliation |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Provides invoice and payment status tracking within Brex; lacks real-time integration across multiple entities or ledgers |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Syncs with accounting tools like QuickBooks and NetSuite but offers limited configuration depth |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Workable for startups and small teams that want basic payables automation tied to card and expense management |
Features
AI-powered invoice data capture
Custom approval flows based on multiple criteria
Virtual card generation for payments
Benefits
Simplified vendor onboarding
Automated payment routing
ERP integration for smooth reconciliation
Who’s it for?
Best for: smaller finance teams already committed to the Brex finance system looking to process vendor payments within the same interface.
Avoid if: you manage a high volume of invoices, need detailed audit trails or PO matching, or want unified visibility across payroll, expenses, and vendor spend.
5. SAP Concur
SAP Concur is a comprehensive invoice management solution that digitizes and automates AP workflows while integrating with existing ERP systems.
SAP Concur at a glance
Capability | Rippling | SAP Concur |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Stand-alone AP automation module within the SAP Concur suite; integrates with but sold separately from Concur Expense, Concur Travel, and SAP ERP products |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Digital invoice capture using OCR and email ingestion, with optional three-way match add-on |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Custom approval chains and tolerance settings; relies on admin setup across multiple modules for full automation |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | Uses external payment connectors and partner integrations rather than a native payment engine |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Invoice-level tracking and spend reporting available within the module; consolidated analytics require additional SAP tools |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Integrates with SAP ERP and other accounting systems but requires configuration and licensing of separate components |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Enterprise-grade system built for organizations already invested in SAP; setup and maintenance demand technical resources and multi-module coordination |
Features
Automated invoice capture and data validation
Three-way matching capabilities
Customizable approval workflows
Benefits
Reduced processing costs
Faster invoice turnaround
Satisfies supplier relationships
Who’s it for?
Best for: enterprise finance teams already running SAP or Concur products that want invoice automation tightly connected to ERP and travel-expense workflows.
Avoid if: you need a streamlined, ready-to-use workforce and spend management system with minimal configuration and maintenance requirements.
6. Tipalti
Tipalti is another end-to-end AP platform focused on automating the entire invoice-to-pay process. The system centralizes invoice capture, approval routing, and payment execution for global businesses.
Tipalti at a glance
Capability | Rippling | Tipalti |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | End-to-end AP automation solution |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | AI-driven invoice processing with OCR and auto-coding |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Flexible bill approval workflows; two- and three-way PO matching |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | 50+ payment methods |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Sub-ledger and entity-level spend dashboards, reconciliation sync with ERP |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Prebuilt ERP integrations, API support, connected modules (procurement, expenses) |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Good for mid-market to global enterprises needing multi-entity, high-volume, compliance-rich AP workflows |
Features
OCR-based invoice data extraction with machine learning
Built-in communication hub for collaboration
Automated PO matching and exception handling
Benefits
Streamlined supplier communications
Automated payment reconciliation
Good payment controls and security
Who’s it for?
Best for: enterprise finance teams that need a global AP system capable of handling multiple entities, cross-currency needs, PO matching, and deep supplier or tax compliance requirements.
Avoid if: you need more than just strong AP automation or prefer to manage spend and workforce data in a single platform rather than separate systems.
7. Sage Intacct
Sage Intacct is a cloud-based AP automation platform that uses AI to streamline invoice processing for mid-market companies. The system captures and validates invoice data while maintaining audit trails across multiple entities.
Sage Intacct at a glance
Capability | Rippling | Sage Intacct |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Core accounting platform with an AP module |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Semi-automated bill entry using AI-assisted data extraction; advanced OCR and multi-invoice automation typically require third-party integrations |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Configurable rule-based approvals require setup and are largely rule-based |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | Supports ACH, checks, and card payments; payment workflows are configurable but not natively automated |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Provides accounting-level reporting and vendor spend summaries; lacks real-time visibility across expenses or payroll |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Deep ERP and accounting integrations but often relies on partner apps for OCR, PO matching, and AP automation extensions |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Aimed at mid-market and enterprise finance teams prioritizing accounting precision over process automation |
Features
AI-powered data capture for automated bill entry
Built-in approval workflows with expense management controls
Multi-entity processing within a single account
Benefits
Reduced processing time and manual data entry
Useful internal controls and compliance
Real-time visibility into AP metrics and cash flow
Who’s it for?
Best for: organizations looking for detailed accounting controls and that have the IT or accounting resources available to manage configuration and integrations.
Avoid if: you want intelligent automation that adapts to your existing workflows, or need policy flexibility that adjusts automatically based on HR data.
8. QuickBooks Online
QuickBooks Online is another accounting software with integrated invoicing capabilities for small to medium-sized businesses, offering automated payment reminders and bank integration.
QuickBooks Online at a glance
Capability | Rippling | QuickBooks Online |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Cloud accounting platform with basic invoicing and bill-pay features; not a dedicated AP automation tool |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Manual bill entry or email forwarding; limited automation without third-party apps |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Relies on external integrations for routing and policy enforcement |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | Supports vendor payments via ACH, check, or credit card; scheduling and approvals require configuration or add-ons |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Provides accounting-level spend reports; no unified visibility across payroll, cards, or expenses |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Connects to third-party apps for invoice capture, expense management, and approval workflows |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Designed for small businesses that want cloud bookkeeping with limited automation |
Features
Automated payment reminders
Multi-currency invoicing
Custom invoice templates
Benefits
Direct bank payment integration
Automated reconciliation
Mobile invoice management
Who’s it for?
Best for: small business owners who manage bookkeeping in-house and want a simple way to record bills and make payments online.
Avoid if: you need real AP automation, like dynamic approval workflows, vendor policy enforcement, or integrated visibility across payroll and expenses.
9. FreshBooks
FreshBooks is a billing and accounting platform designed for service-based businesses that combines invoice management with basic bookkeeping functions.
FreshBooks at a glance
Capability | Rippling | FreshBooks |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Primarily AR/invoicing system; includes basic bill recording in certain plans |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Client invoices created and sent; not designed to ingest vendor invoices with OCR |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | No built-in multi-step approval or policy routing for vendor payments |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | Accepts payments from clients via credit card, ACH |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Automatic AR recording; bill tracking, and payment status for vendors |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Syncs with banking, categorization, and accounting functions |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Good for small businesses and freelancers managing client invoices; limited vendor payment functionality |
Features
Automated recurring invoices
Time tracking to invoice conversion
Client retainer management
Benefits
Customizable invoice templates
Project milestone billing
Multi-device accessibility
Who’s it for?
Best for: small businesses or freelancers whose primary needs revolve around invoicing clients and accepting payments, but also want minimal vendor bill tracking tools.
Avoid if: you need a true accounts payable platform that can automate vendor invoice ingestion, route approvals, and initiate payments.
10. Zoho Books
Zoho Invoice is a module within Zoho's broader business suite that focuses on automating accounting workflows for small businesses and sole proprietors.
Zoho Books at a glance
Capability | Rippling | Zoho Books |
|---|---|---|
Type of system | Unified spend management within Rippling’s all-in-one workforce platform, combining AP, payroll, expenses, and corporate cards | Core accounting and billing platform with optional BillPay module for vendor payments |
Invoice capture | AI-powered OCR automatically creates bills from invoices and matches vendor data across systems | Manual entry or upload; optional document scanning converts invoices into bills |
Approval & policy controls | Dynamic approval routing tied to employee data, spend limits, and departmental policies | Basic role-based approval rules for bills and payments; lacks dynamic routing or conditional workflows |
Payment capabilities | ACH, wire, and check payments from a single platform connected to payroll and corporate cards | Supports vendor payments through ACH, check, and bank transfer; relies on BillPay add-on for automation |
Analytics | Unified analytics across bills, expenses, payroll, and headcount for complete spend visibility | Tracks bill status and vendor balances within Zoho Books; limited visibility across payroll or employee-driven spend |
Ecosystem | Native integration with Rippling HR, payroll, and IT data; automatic sync to major accounting platforms | Works within the Zoho suite (Inventory, CRM, People); limited native integration beyond Zoho ecosystem |
Use case | Built for companies that want end-to-end control over all employee and vendor spend in one platform | Best for small and midsize businesses managing both customer invoicing and vendor payments in one lightweight accounting environment |
Features
Basic bill creation and vendor management
Document scanning to convert uploaded invoices into bills
Optional bill pay add-on for automated vendor payments and approvals
Benefits
Centralized management of customer billing and vendor payables
Built-in compliance support
Simple approval and payment tracking for small businesses
Who’s it for?
Best for: small businesses already integrated into the Zoho ecosystem that want to centralize accounting and light payables management.
Avoid if: you need purpose-built AP automation designed to scale, with configurable approval chains, real-time payment visibility, or integration with payroll and expense systems.
7 benefits of automated invoice processing
Here’s how invoice automation pays off for accounts payable teams:
Faster invoice approvals
When an invoice arrives, it's automatically matched to purchase orders and receipts, then routed through predefined approval workflows. Built-in notifications and reminders keep the process moving, reducing approval cycles from weeks to days.
Reduced errors and duplicate payments
The software automatically validates invoice data against purchase orders, flags discrepancies, and maintains a searchable database of all processed invoices to prevent double payments. This systematic approach helps maintain data accuracy and financial control.
Improved vendor relationships
Faster processing and payment times mean happier suppliers. Modern automation platforms often include vendor portals where suppliers can submit invoices electronically and track their payment status, eliminating back-and-forth communication.
Enhanced visibility into accounts payable
Automated invoice processing tools often come with real-time dashboards. These provide instant visibility into outstanding liabilities, upcoming due dates, and spend by category. This clear overview helps teams spot bottlenecks and manage cash flow more effectively.
Greater cost savings
By reducing manual data entry and eliminating errors, automation significantly cuts down processing costs related to labor and erroneous payments. Teams can redirect their time from tedious paperwork to more valuable financial analysis and planning activities.
Increased data security
Unlike paper invoices that can be lost or accessed by anyone, digital invoices are stored securely with role-based access controls and detailed audit trails. This ensures sensitive financial data stays protected.
Significant scalability to support growth
As invoice volumes grow, automated systems easily handle the increased workload without requiring proportional increases in AP headcount. This scalability is especially valuable for fast-growing businesses.
How to choose the right accounts payable software
With so many invoice automation systems on the market, how do you select the best one for your business? Evaluate potential solutions across these key criteria:
Cost
Pricing can vary significantly. Consider both upfront and ongoing costs, including any usage-based fees. Weigh these against time savings and process improvements.
Integrations
Your invoice automation software should connect seamlessly with your accounting system, ERP, and other financial tools. Bonus points for solutions like Rippling that unify payroll, corporate cards, and AP in one system. This eliminates the need for error-prone CSV uploads and manual stitching in Excel.
Scalability
Look for a solution that can grow with your business. Consider features like custom approval workflows, auto-syncing with accounting, and support for international payments. A platform that connects the dots between invoices, payroll, and expenses will scale much further.
Ease of use
An intuitive interface and guided workflows will drive internal adoption. Your AP system should make invoice processing faster and easier — not more cumbersome.
Analytics and reporting
Real-time visibility is key to AP optimization. Choose a solution with customizable dashboards and reports that combine AP data with other spend insights. This will empower you to manage cash flow and budgets more strategically.
Streamline invoice management with Rippling
Rippling is designed to reduce manual AP work to near zero. By connecting accounts payable to HR, payroll, and other finance functions, the software helps teams process bills faster while maintaining better spend control.
With Rippling, you can:
Generate bills instantly by uploading invoices or having vendors email them directly to Rippling
Configure approval workflows that automatically route bills based on department, vendor, and amount
Generate a consolidated, real-time view of company-wide spend that shows the all-in “cost of a department” without any code or queries
Access comprehensive spend visibility across bills, payroll, corporate cards, and expenses
Let vendors manage their own payment details and track payment status through a secure portal
Pay suppliers globally through ACH, wire transfers, or checks in their local currency
This integration with your company's HR data means you can analyze spending by department, location, and employee level — turning financial data into actionable business insights. This deep integration, combined with intelligent approval workflows and global payment capabilities, makes managing company spend effortless. Whether your company has 20 or 2,000 employees, it can cut the time and cost of managing invoices in half.
Rippling Bill Pay's ease of use, UI, policies, support, and permissions is a game changer for our company. We've decreased our weekly time spent on AP by half compared to our previous solution!
Maksim Gekhman
Director of Finance, CPA at Andros
FAQs about invoice automation software
Which is the best software for making an invoice?
The best invoice software depends on your business needs. Freelancers may find tools like PayPal Invoicing or Zoho Invoice sufficient. Midsize and enterprise companies will benefit from more robust AP platforms like Rippling, Tipalti, and Ramp.
What are the top accounts payable automation systems?
Based on our analysis, some of the best AP automation solutions include Rippling, Ramp, Bill.com, Brex, SAP Concur, and Tipalti. These platforms offer advanced features like intelligent invoice capture, automated approval workflows, and spend analytics.
What businesses benefit most from invoice automation software?
Any business that wants to save time and money on invoice processing can benefit from AP automation. Companies experiencing growth, struggling with manual workflows, or looking to gain better control over spend are especially good candidates.
Can invoice automation software integrate with existing accounting systems?
Most invoice automation platforms are designed to integrate with popular accounting software like QuickBooks, Xero, Sage, and NetSuite. This allows for seamless data sync and reconciliation. Be sure to verify integration capabilities before selecting a system.
What's the difference between AP automation and invoice automation?
AP automation and invoice automation are often used interchangeably. Both refer to the use of software to streamline the accounts payable process, from invoice ingestion to approval workflows to payment execution. The goal is to reduce manual effort and improve financial efficiency.
Disclaimer
Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for tax, legal, or accounting advice. You should consult your own tax, legal, and accounting advisors before engaging in any related activities or transactions.
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Ben Vroegop
Product GTM Lead - Spend
Ben Vroegop serves as the Product GTM Lead for Rippling Spend. He works across all of the products in Rippling’s spend management suite, including expense management, corporate cards, bill payments, travel, etc. Ben brings 14+ years of experience in strategy, innovation, and venture building. He has a proven track record of launching new products and services, forging strategic partnerships, and leading cross-functional teams. He’s worked across various industries — including DoorDash, P&G, and more — to help companies solve their most complex challenges. Ben holds an MBA from IESE Business School in Barcelona and a bachelor's degree in chemical engineering from the University of Michigan.
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Automated invoice processing uses AI to streamline the extraction, validation, and entry of invoice data into systems. It works through OCR (Optical Character Recognition) and machine learning algorithms to identify key details. Benefits include time savings, error reduction, and improved efficiency. Challenges involve integration complexity, data accuracy, and handling unstructured formats.
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