Managing invoices with email chains, paper files, and spreadsheets not only slows finance teams but also increases the likelihood of errors, duplicate payments, and compliance risks. Manual processes make it hard to track invoice status, enforce approval policies, or maintain a clear audit trail. As businesses grow, these inefficiencies compound — leading to delayed vendor payments, strained supplier relationships, and missed opportunities for early-payment discounts.
Modern invoice approval software solves these challenges by digitizing and automating the entire lifecycle of an invoice. From the moment an invoice is received, intelligent OCR technology captures the data, routes it through predefined approval workflows, and ensures that the right managers sign off before payment is released. Finance teams gain real-time visibility into where invoices stand, while automated checks reduce fraud risk and enforce company policies consistently.
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What is Invoice Approval Software?
Invoice approval software is a digital solution that automates how businesses review, authorize, and process invoices before payment is released. Rather than relying on paper documents, scattered email threads, or error-prone spreadsheets, these platforms streamline the accounts payable (AP) workflow. Invoices are automatically captured, coded, and routed to the appropriate stakeholders for review, ensuring they are validated against company policies, purchase orders, or budgets.
Modern digital invoice approval systems typically include features such as OCR-based data extraction, multi-level approval workflows, automated invoice tracking, and integrations with ERP or accounting platforms.
At its core, invoice approval software helps finance teams:
- Capture and digitize invoices through OCR or electronic submissions.
- Automate approval workflows by routing invoices to managers or departments based on rules.
- Ensure compliance and control with audit trails, segregation of duties, and approval hierarchies.
- Integrate with accounting and ERP systems to sync data seamlessly.
- Track invoices in real time so businesses know the status of every bill.
15 Best Lead Management Software
1. Tipalti
Tipalti is a global payables automation platform that simplifies invoice processing and supplier payments for high-growth and enterprise businesses. Founded with a mission to reduce friction in accounts payable, Tipalti is trusted by thousands of companies to handle high-volume vendor invoices and international payouts. It provides a complete, end-to-end AP solution, from supplier onboarding and invoice capture to tax compliance, approvals, and payments, making it especially valuable for organizations scaling across multiple markets.
The platform supports invoice capture with OCR technology, automated coding, and configurable approval workflows that route invoices to the right managers.
Features
- Automated supplier onboarding, invoice capture, and 3-way matching.
- Multi-currency payments, tax, and compliance automation.
- Native payout rails (ACH, wire, PayPal, local methods).
- Workflow rules, multi-level approvals, and AP dashboards.
- Integration with ERPs and accounting systems.
Pricing
Tipalti uses usage-based and tiered pricing that scales with payment volume and advanced modules. Custom quotes are common for enterprise customers.
Pros
- Excellent for complex, high-volume payables.
- Strong global payment and tax features.
- Deep AP controls and audit trails.
Cons
- Can be overkill for very small AP teams.
- Implementation and costs scale with usage.
Why it’s good for invoice approval
Tipalti’s automation covers invoice processing through to payment, making it a complete accounts payable automation tool for teams needing a robust digital invoice approval system that handles global vendor payments and compliance.
2. Stampli
Stampli is an invoice-centric accounts payable automation tool designed to simplify approvals by making collaboration the center of the process. Unlike many platforms that treat invoices as static documents, Stampli turns each invoice into a communication hub where AP teams, procurement, and managers can collaborate in real time.
This approach reduces friction in the approval workflow and increases visibility, helping organizations process invoices faster and with fewer errors. The platform uses AI-powered invoice capture to extract data automatically and classify invoices with high accuracy.
Features
- Invoice capture with OCR and AI-assisted data extraction.
- Conversation threads directly on invoices for approver comments.
- Configurable approval workflows and PO matching.
- Integration with major ERPs for one-click posting.
- Real-time analytics and exception handling.
Pricing
Stampli typically offers subscription pricing based on invoice volume and modules. Vendors provide demos and tailored quotes.
Pros
- Strong collaboration features reduce approval cycles.
- Easy exception handling and audit trail.
- Good ROI for mid-market AP teams.
Cons
- Advanced ERP integrations may require setup effort.
- Pricing tied to invoice volumes.
Why it’s good for invoice approval
Stampli excels at shrinking approval cycles by keeping approver discussions attached to the invoice itself — a practical AP workflow management choice for teams needing fast approvals and good auditability.
3. AvidXchange
AvidXchange is a leading provider of AP automation and payment services, built primarily for mid-market and enterprise organizations. Founded in 2000, it has grown into one of the most widely adopted platforms in industries like real estate, healthcare, and construction — verticals where invoice volume is high, vendor networks are complex, and compliance is critical. AvidXchange pairs invoice approval workflows with integrated payment solutions and vendor self-service portals, creating an end-to-end digital experience for accounts payable teams.
The platform supports automated invoice capture, coding, and routing through configurable approval workflows that can accommodate complex hierarchies.
Features
- Automated invoice intake, routing, and approval workflows.
- Vendor management portal and automated payments.
- Industry-specific compliance tools and approvals.
- ERP connectors and payment reconciliation.
- Analytics for spend and vendor performance.
Pricing
AvidXchange typically offers enterprise pricing, often sold as an AP automation package with variable fees per transaction or payment processed.
Pros
- Strong vertical expertise and payment options.
- End-to-end AP processing including vendor self-service.
- Scales for high transaction volume.
Cons
- Enterprise focus may be costly for small firms.
- Integration and onboarding can be involved.
Why it’s good for invoice approval
AvidXchange combines invoice approval software with integrated payment rails and vendor portals, simplifying vendor invoice management and making AP teams more efficient in regulated industries.
4. Airbase
Airbase is a modern spend management platform that consolidates expense management, bill payments, and AP controls into one system. Founded to give finance leaders greater control over company spending, Airbase has quickly become popular among startups and mid-market firms looking for a unified platform. By combining invoice processing with corporate card management and expense reporting, Airbase provides a holistic view of all company spend, making it much more than just a basic AP tool.
The platform allows companies to capture invoices electronically, apply automated coding, and route them through configurable approval workflows.
Features
- Centralized bill capture, approval workflows, and scheduled payments.
- Virtual and physical cards for controlled spend.
- Integration with accounting systems for automated posting.
- Approvals mobile app, spend policies, and visibility dashboards.
Pricing
Airbase offers tiered subscription plans; pricing typically depends on company size and feature set (cards, AP automation, or full spend management).
Pros
- Combines invoice approval with spend control.
- User-friendly for finance and non-finance stakeholders.
- Good for scaling startups and mid-market firms.
Cons
- Might be more than AP teams need if they want pure invoice processing.
- Card and spend features may be unused by some organizations.
Why it’s good for invoice approval
Airbase is ideal when you want invoice approval software that also governs company spend and cards — it centralizes approval workflow software and automates bookkeeping for both payables and expenses.
5. MineralTree
MineralTree is a trusted provider of AP automation software that focuses on secure invoice approvals, electronic payments, and straight-through processing for mid-market businesses. Founded to streamline accounts payable while reducing risk, MineralTree combines automation with robust security features, giving finance teams confidence that invoices and payments are handled accurately and compliantly. Its design bridges the gap between small-business invoice processing tools and complex enterprise platforms, making it a strong fit for growing companies.
The platform automates invoice capture and data extraction through OCR technology, then routes invoices into configurable approval workflows that match company policies.
Features
- Invoice capture, automated coding, and approval routing.
- Secure ACH and virtual card payments with dual controls.
- ERP integration and payment reconciliation.
- Exception workflows and approval audit trails.
Pricing
MineralTree’s pricing is tailored to transaction volumes and integrations; enterprises typically negotiate quotes based on needs.
Pros
- Strong controls for secure payments and compliance.
- Tight ERP integration improves posting accuracy.
- Good for finance-driven environments.
Cons
- May be pricier than simpler invoice processing software.
- Implementation requires coordination with accounting systems.
Why it’s good for invoice approval
MineralTree fits companies that need secure payment authorization and automated invoice processing; its approval workflow and payment security features reduce fraud and manual errors in AP.
6. Bill.com
Bill.com is one of the most widely recognized cloud-based AP automation platforms, built to simplify invoice approvals, bill payments, and cash flow management for SMBs and mid-market companies. Founded in 2006, Bill.com has become a trusted solution for finance teams looking to replace paper invoices and manual approvals with a digital-first, automated workflow. It focuses on ease of use, integrations, and affordability, making it a top choice for growing businesses.
The platform enables companies to capture and digitize invoices through uploads, email, or integrations. Once in the system, invoices are automatically coded and routed through configurable approval workflows, ensuring that managers and finance leaders review them according to company policies.
Features
- Invoice capture, vendor portal, and automated approval routing.
- Payables and receivables workflows, ACH and check payments.
- Integrations with QuickBooks, NetSuite, Xero, and others.
- Approval hierarchies, mobile approvals, and audit trail.
Pricing
Bill.com offers transparent per-user/subscription pricing and add-ons for payment fee coverage; it’s typically cost-effective for small to mid-sized businesses.
Pros
- Easy to adopt and integrates with common accounting systems.
- Good for SMBs and fast-growing companies.
- Clear pricing and straightforward workflows.
Cons
- Advanced enterprise features are limited compared to larger vendors.
- Payment fees can add up for high-volume use.
Why it’s good for invoice approval
Bill.com is a practical invoice approval software for SMBs that want an affordable digital invoice approval system with strong integrations to popular accounting platforms.
7. Basware
Basware is a long-established provider of enterprise-grade AP automation and e-procurement solutions, serving global organizations across industries. With decades of experience in accounts payable and procurement workflows, Basware has built a reputation for helping large companies handle high invoice volumes, multi-entity operations, and complex compliance requirements. Its platform is known for accurate invoice capture, purchase order (PO) matching, and flexible workflows that can be tailored to multinational organizations.
The system supports intelligent invoice capture with OCR and machine learning, ensuring data accuracy even with diverse invoice formats and languages.
Features
- Global invoice capture and supplier network connectivity.
- Complex PO matching, multi-level approvals, and tax handling.
- Extensive vendor network for e-invoicing and B2B payments.
- Analytics for cash flow and working capital optimization.
Pricing
Basware’s pricing is enterprise and quote-based, reflecting its scope for multinational AP operations.
Pros
- Strong e-invoicing network and global compliance features.
- Built for complex, multi-country AP workflows.
- Deep analytics for cash optimization.
Cons
- Implementation and cost geared toward larger enterprises.
- May be too heavyweight for small teams.
Why it’s good for invoice approval
Basware is a top choice when you need enterprise-grade invoice processing, e-invoicing, and robust approval workflows that span multiple countries and compliance regimes.
8. Coupa (InvoiceSmash / Coupa Pay)
Coupa is a leading cloud-based business spend management (BSM) suite that provides robust AP automation and invoice approval capabilities within a broader procurement-to-pay ecosystem. Built to give enterprises better control over spend, Coupa integrates procurement, invoicing, expenses, and supplier collaboration into one unified platform. Its focus on visibility and compliance makes it a popular choice for organizations looking to enforce strict financial controls while improving efficiency in accounts payable.
The platform supports invoice capture and processing through electronic submission, OCR scanning, and supplier self-service portals. Once captured, invoices are automatically coded and routed through multi-level approval workflows, ensuring they are reviewed in line with company policies and budgets.
Features
- Invoice capture, PO matching, and AP workflow automation.
- Supplier collaboration portal and e-invoicing support.
- Coupa Pay for payments and reconciliation.
- Spend analytics and compliance controls.
Pricing
Coupa uses enterprise pricing with modules; quotes depend on the breadth of procurement and AP functionality required.
Pros
- Unified procurement and AP workflows.
- Strong analytics for spend management.
- Good supplier collaboration features.
Cons
- Enterprise focus and corresponding price point.
- Requires process alignment to get full value.
Why it’s good for invoice approval
Coupa centralizes approval workflow software inside a spend management platform, which is valuable when invoices are tightly tied to procurement and you need one governed source for approvals and payments.
9. SAP Concur (Invoice)
SAP Concur is a well-known provider of expense and invoice automation designed for enterprise organizations that want to unify travel, expense, and accounts payable processes under one platform. As part of SAP’s broader suite, Concur Invoice focuses on streamlining invoice capture, routing, and approvals, while providing strong compliance and policy enforcement. It is especially suited for global enterprises with complex approval hierarchies and strict regulatory requirements.
The platform allows businesses to capture invoices electronically using OCR and AI-driven data extraction. Once captured, invoices are automatically coded and routed through customizable approval workflows that align with company rules and cost centers.
Features
- Invoice capture, coding automation, and approval routing.
- Integration with Concur Expense, travel, and broader SAP ecosystems.
- Audit trails, compliance enforcement, and supplier integration.
- Scalable workflow rules and global tax handling.
Pricing
SAP Concur is enterprise-priced and typically sold as part of a broader Concur suite or SAP ecosystem bundle.
Pros
- Good for organizations using SAP or global travel/expense integration.
- Strong policy controls and audit functionality.
- Scales across large enterprises.
Cons
- Pricing and complexity suit larger firms.
- Implementation may be resource-intensive.
Why it’s good for invoice approval
Concur Invoice suits enterprises that want invoice approval software integrated with travel and expense data, ensuring consistent policy enforcement across spend categories.
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10. Oracle NetSuite (SuitePayments / AP Automation)
Oracle NetSuite is a leading cloud-based ERP platform that includes built-in AP automation and invoice approval workflows as part of its financial management suite. Designed for organizations already running on NetSuite or planning to adopt it, the platform emphasizes end-to-end financial controls, seamless integrations, and automated posting to the general ledger. By embedding invoice approval capabilities directly into the ERP, NetSuite reduces the need for third-party tools and helps finance teams centralize all accounting and AP processes in one system.
NetSuite enables companies to capture invoices electronically, apply automated coding rules, and route invoices through configurable approval workflows that mirror organizational hierarchies.
Features
- Invoice capture, automated approvals, and GL posting.
- PO matching, vendor management, and payment scheduling.
- Native ERP integration reduces reconciliation work.
- Role-based approval flows and audit logs.
Pricing
NetSuite is priced as an ERP subscription with add-ons for specific AP automation features; quotes depend on modules and seat counts.
Pros
- Tight ERP integration streamlines accounting.
- Strong automation for mid-market enterprises.
- Single system reduces reconciliation errors.
Cons
- Best value if you already use NetSuite.
- ERP licensing can be expensive for small teams.
Why it’s good for invoice approval
If your organization runs NetSuite, its native invoice approval software reduces friction between AP and the ledger, enabling cleaner automated invoice tracking and faster month-end closes.
11. Esker
Esker is a global provider of document process automation solutions, specializing in accounts payable (AP) invoice automation and order-to-cash processes. With decades of experience in workflow automation, Esker has developed a reputation as a trusted partner for enterprise organizations that need to streamline high-volume document processing. Its cloud-based platform combines intelligent data capture, workflow orchestration, and supplier collaboration tools to help finance teams accelerate invoice approvals while maintaining accuracy and compliance.
Esker’s AP automation solution uses AI-driven OCR and machine learning to capture invoice data from a wide variety of formats, reducing manual entry and error rates.
Features
- AI-driven OCR for invoice capture and classification.
- Dynamic routing and exception management.
- Supplier self-service and portal capabilities.
- Advanced analytics and SLA tracking.
Pricing
Esker offers enterprise pricing typically tailored to volume, modules, and deployment preferences.
Pros
- Strong document capture and AI for high accuracy.
- Good exception management and supplier collaboration.
- Industry expertise across verticals.
Cons
- Enterprise focus and corresponding price/complexity.
- Takes time to configure for nuanced workflows.
Why it’s good for invoice approval
Esker is a good fit when you need a robust invoice processing engine with intelligent capture and flexible workflows that reduce manual touchpoints and speed approvals.
12. Beanworks by Quadient
Beanworks, now part of Quadient, is an AP automation platform designed specifically for mid-market companies that need a straightforward, scalable invoice approval solution. Known for its user-friendly interface and quick implementation, Beanworks has become a popular choice for finance teams looking to automate invoice approvals without the complexity of enterprise-level systems.
Its tight integration with accounting platforms ensures that AP data flows seamlessly, reducing manual entry and reconciliation work. The platform supports invoice capture and coding via upload or email, followed by automated routing through multi-level approval workflows.
Features
- Invoice capture, matching, and approval routing.
- One-click posting to accounting platforms and payment exports.
- Vendor portal, recurring invoices, and role-based approvals.
- Dashboarding for AP performance metrics.
Pricing
Beanworks uses subscription pricing based on module and invoice volume; they often market ease-of-implementation for mid-market firms.
Pros
- Easy accounting system integration.
- User-friendly for AP teams.
- Good ROI for SMBs and mid-market.
Cons
- Fewer advanced enterprise features than large AP platforms.
- Payment capabilities may require external partners.
Why it’s good for invoice approval
Beanworks is practical for growing companies that want a dedicated invoice approval software with quick onboarding and strong integration to their existing accounting systems.
13. Yooz
Yooz is a modern cloud-based AP automation solution that brings invoice capture, approval workflows, and AI-driven data extraction together in an easy-to-use platform. Designed for businesses of all sizes, Yooz focuses on delivering speed, accuracy, and affordability in invoice processing, making it a popular choice for SMBs and mid-market companies that want enterprise-grade automation without the complexity or cost of larger systems.
At the core of Yooz is its intelligent invoice capture technology, powered by OCR and machine learning. This allows the system to automatically extract key data from invoices with high accuracy, eliminating manual data entry and reducing errors.
Features
- Smart OCR and AI for invoice data extraction.
- Automated PO and non-PO invoice workflows.
- Integrations to ERPs and accounting systems.
- Dashboards, audit trails, and exception routing.
Pricing
Yooz offers modular subscription plans, often attractive for SMBs and mid-market customers seeking cost-effective AP automation.
Pros
- Strong AI capture for fewer manual inputs.
- Scales well for growing AP volumes.
- Good balance of features and price.
Cons
- Regional support may vary by market.
- Some advanced integrations require configuration.
Why it’s good for invoice approval
Yooz is a capable invoice processing software for teams that want accurate automated invoice capture and configurable approval workflows without enterprise pricing.
14. ApprovalMax
ApprovalMax is a specialized approvals automation platform that extends the capabilities of popular cloud accounting systems such as Xero, QuickBooks Online, and Sage Intacct. Unlike full-scale AP automation suites, ApprovalMax focuses specifically on approval workflow software for finance documents, making it a cost-effective and powerful add-on for organizations already using cloud-based accounting. Its mission is to bring structured, multi-step approval processes and audit-ready compliance into accounting environments that often lack native approval functionality.
The platform allows finance teams to set up multi-level approval workflows for invoices, bills, purchase orders, and expenses. Workflows can be configured by department, role, or spending threshold, ensuring that approvals follow organizational policies.
Features
- Multi-level approval workflows for bills, PO, and payments.
- Integration with cloud accounting systems and ledgers.
- Audit trails, segregation of duties, and role management.
- Mobile approvals and configurable thresholds.
Pricing
ApprovalMax offers subscription pricing per organization and per user, usually affordable for SMBs and mid-market customers.
Pros
- Great for organizations using cloud accounting platforms.
- Strong compliance features for approvals.
- Quick to deploy with light IT requirements.
Cons
- Not a full AP automation suite — pairs with accounting systems.
- Invoice capture/OCR must be provided by other tools.
Why it’s good for invoice approval
If you need approval workflow software layered on top of your accounting system, ApprovalMax provides precise, auditable routing for invoice approvals and payment authorization.
15. Tradeshift
Tradeshift is a cloud-based supply chain and accounts payable (AP) automation platform that helps global enterprises digitize supplier interactions and accelerate invoice processing. Founded to modernize B2B payments and procurement, Tradeshift combines e-invoicing, invoice approval workflows, and supplier collaboration tools into a single ecosystem. Its focus is on enabling enterprises to move away from paper-based AP processes and embrace a fully digital, connected supply chain.
The platform supports e-invoicing at scale, allowing suppliers to submit invoices electronically via the Tradeshift network. Once received, invoices undergo intelligent capture and validation, followed by automated routing through multi-level approval workflows tailored to enterprise policies.
Features
- E-invoicing and supplier network connectivity.
- Invoice capture, matching, and flexible approvals.
- Supplier collaboration portal and dynamic discounting.
- Integration with ERPs and procurement systems.
Pricing
Tradeshift’s pricing is enterprise-grade and usually based on transaction volume, network usage, and modules selected.
Pros
- Large supplier network and e-invoicing depth.
- Supports global, multi-entity operations.
- Good for supplier collaboration and cash optimization.
Cons
- Enterprise orientation and cost.
- Implementation requires supplier onboarding and change management.
Why it’s good for invoice approval
Tradeshift is a strong choice when your AP processes involve many suppliers or cross-border e-invoicing needs — its approval workflows and supplier network speed processing and improve compliance.
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How to Choose the Best Invoice Approval Software for Your Business
Selecting the right invoice approval software starts with diagnosing your AP pain points: high invoice volume, long approval cycles, frequent exceptions, or payment fraud concerns. Map those problems to capabilities like OCR accuracy, automated invoice tracking, vendor invoice management, and approval workflow software.
Prioritize integrations — your invoice processing software should connect to your ERP, accounting system, and bank to avoid reconciliation gaps. Consider automation depth: do you need PO matching, two- or three-way matching, or simple approval routing? Also evaluate compliance features like audit trails, segregation of duties, and tax handling if you operate internationally.
Other selection criteria: cost and scalability (per-invoice vs subscription), ease of use for approvers (mobile approvals and emailless workflows), supplier experience (self-service portals), and analytics for cash flow optimization. Run a pilot with one business unit to measure approval time reduction, error rate improvements, and user adoption before rolling out organization-wide.
Final Thoughts on Invoice Approval Software
In 2025, invoice approval software is an operational necessity for finance teams that want speed, accuracy, and control over payables. The right digital invoice approval system reduces manual work, prevents fraud, ensures compliance, and improves vendor relationships through timely, transparent processing. Whether you choose a lightweight AP workflow management tool for SMBs or an enterprise-grade accounts payable automation platform, focus on the features that solve your unique bottlenecks: OCR and capture quality, approval routing flexibility, ERP integration, and secure payment options.
The right platform does more than accelerate approvals. It helps finance teams enforce internal policies, maintain full audit trails for compliance, and strengthen vendor relationships by making payments predictable and transparent. Automated invoice tracking also improves visibility into cash flow and liabilities, giving CFOs and controllers the insights they need to plan strategically.
Businesses should evaluate solutions based on the challenges they face. A lightweight AP workflow management tool may be ideal for SMBs that need affordable automation and easy integrations with QuickBooks or Xero. On the other hand, large enterprises may require a full accounts payable automation suite that supports OCR accuracy, multi-level approval routing, ERP integration, vendor invoice management, and secure global payments.
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