Best Accounts Payable Software in 2025

Do you ever think that managing accounts manually dries your productivity out? If nothing else, it wastes unreasonable amounts of your most precious resource: time! And while many people would argue that online accounting software is generally an expensive and useless solution, we’ll still emphasize the importance of automating accounting processes for the sake of staying “in the game”. Hence, the question of whether you need an Accounts Payable system is not even a question anymore–what you should ask yourself instead is how to choose the right one? Let us guide you through the process of choosing the best Accounts Payable tools for enterprises:

It’s always a good idea to start your research on accounting platforms by testing a fair number of free trial plans or demo from reliable accounts payable software providers. It will save you time and money because you will be able to experience all the important features firsthand for comparison and identify any possible issues. The best thing to do is to try tools that currently have the highest rankings in our SmartScore and Customer Satisfaction Rating in our accounts payable tools reviews to discover the best Accounts Payable software for you: FreshBooks reviews, Intacct, Xero, Zoho Books, Tipalti, AccountEdge, and KashFlow.

• Accounting Businesses looking to boost revenue. Accounts Payable software can help accountants to become more efficient and grow their practice by connecting their ledgers to clients and letting information flow straight to their desktops. At the same time, they can use accounts payable software to gain total control over transactions and ensure accuracy by working with clean and timely data.
• Bookkeeping Businesses looking to improve customer records. These apps can be invaluable to busy bookkeepers who use them to grow both their advising and controlling role. The functions are extremely useful for them to establish better relationships with clients, to train, and grow a practice in whatever industry they’re working at.
• Every Small, Medium, and Large Business that does online accounting. Each business interested to manage cashflows online can use a good accounts payable app, as it will help them to see balances, invoices, and bills on comprehensive screens, and to manage transactions on the very same platform. Some of them can even be used to manage inventory, claim expenses, and generate reports.

• FreshBooks: A popular client tracking and invoicing app that speeds up recurring subscriptions and collects payment online (via credit cards).
• Intacct: A recognized provider of many financial applications for monitoring and distribution, suitable mostly for small and medium businesses.
• QuickBooks Pro: A simple accounts payable system that records common transactions and checks invoices. It integrates with more than 100 products and services and offers a mobile platform too.
• Xero: A smart app that meets the requirements of accountants, bookkeepers, and small accounting businesses, allowing for individual and collective accounting.
• FinancialForce Accounting: A flexible and easy to maintain tool that offers end-to-end accounting and sales solutions.

There are many different types of accounts payable software tools, varying from free and basic suites to ultra costly and accurate programs. Features can also be categorization criteria, as certain programs do nothing but online accounting, while others are more robust and allow accountants to make pay runs and third-party payrolls, and to track inventory. Do detailed comparisons to select a suitable tool for your needs. Deployment is also an important factor based on which there are:

• On-premise accounts payable programs. These are covered by a single license and hosted on the client’s local server.
• Software-as-a-service (SaaS) accounts payable programs. These are usually paid per month and hosted on the vendor’s server.
• Cloud-hosted accounts payable programs. Most of these offer free basic plans and qualify as the most affordable ones due to their universal access and the fact that the client doesn’t need to update them or pay for maintenance.

The thing that makes Accounts Payable software really special is that it comprises a batch of extremely important functions, and that it is really tailored for its purpose. Making use of these outsourcing functions makes sense because of two important reasons:

• Invoice Receipt: Batch invoices, open envelopes, sorting, adding separate pages, removing stamps
• Reporting Analysis: Audit trails, standard reports, custom reports
• Approval Workflow: Multi-level approval, routing, alerts, escalation, notifications
• Content Saving & Management: Invoice metadata storage (search filters, images, retrieval)
• Automated Data Extraction: Manual data entry, indexing, validation, OMR/OCR/ICR
• Documents & Imaging: Image enhancement, scanning, managing work queues

• Minimized upfront costs. What you’d usually expect from in-house technology is to make unreasonable investments by maintaining a system you’ve already paid a fortune to obtain. With outsourcing software, however, the scenario is less dramatic: you will be charged on a transaction basis, and the fee will depend on the overall volume of transactions. Additionally, you will only be supposed to do it for as long as your contract is at stake. The ultimate result, as you can probably guess by now, is that fixed costs will start converting into variable ones, and you will free some capital here and there for a different purpose.
• Fast deployment. Another expectation you probably have is to receive a system that takes ages to deploy. And once again, you’ll be wrong. Accounts Payable systems work on a SaaS model and are generally simpler and less expensive than software requiring outstanding integrations with your working infrastructure. To start with, there is no need to purchase hardware, and automation happens painlessly. Once again, we’ll emphasize the most competitive advantage of AP systems: there are no concurrent costs, maintenance fees, and expensive upgrades. What you get is what you paid for!
• No learning curve. Ever since technology gained momentum, we’re dealing with teams that are afraid to make improvements and less tech-savvy users who make the implementation of new software a nightmare for most companies. This would be a horrifying factor for accounting software if it hadn’t been for the smooth running of AP systems. Most of the time, these systems are so simple that they don’t require training at all, but many vendors offer special training services in case you need them.
• Increased efficiency. Outsourcing is all about performing nonstrategic activities instead of managing low-value tasks on the dot, and that’s what makes companies successful even with fewer resources. By purchasing an outsourcing system, you’re offloading transaction functions to a non-human factor (the system itself) and you get to focus on activities that are more valuable and analytically sharp. As you can probably conclude, AP software is often the key to efficient cost structures and economies of scale, especially when working in a low-margin and industry.
• Minimal risk. You’re working with money and investment, and that always carries a risk of spending more than you’ve originally planned. Want it or not, you’re pretty much exposed to your business environment, and you’re dependent on government regulative strategies, technological innovations, and automation risks. Most of the time, you won’t even have any control over these factors, but the thing AP software can control on your behalf is technology risk.
• Lower labor expenses. There are no companies that could understand the time-consuming character of accounting more than the ones dealing with irregular invoice cycles, and paying crazy amounts to bring temporary workers in, or to keep the ones that have nothing to do. Basically, it means you’ve not allocated workers properly, and you need outsourcing to keep employees in steady positions.
• Accounts payable support. One of the most serious hindrances to AP automation and electronic invoicing, in general, is low customization support. The odds are low that a vendor can be persuaded to change his products to satisfy a buyer’s particular needs: they’d say it takes too much time, and they’d probably put an end to the supposedly effective communication because they don’t have a valuable solution to suggest. That’s where outsourcing becomes handiest: it allows the buyer to examine the expertise and the practices of the vendor in advance.

Increased automation. Errors in data entry and cumbersome processing of invoices are two of the biggest issues with accounts payable. This is why automating these tasks, which are repetitive and time-consuming, is one of the biggest changes AP will roll out in the coming years.

More mobile workforce. Accounts payable will have a more mobile and/or remote workforce in the coming years. While this is certainly because of evolving technology (like 5G and edge computing), this is also because of the post-pandemic world. Even more invoice approvers outside the AP department will become mobile, further outnumbering in-house approvers.

More volume. AP professionals have seen the total amount of their invoices increased by at least 10% every year. More will come in the following years.

Unifying procurement and AP strategies. Procurement is a big part of any organization, and AP is there to “pay” for this procurement. However, the process between the two is anything but smooth, so in the coming years, data science and machine learning will unify them even more so that one will be a part of the other—even merge them.

Data entry. To err is human, it is said, but being human has a high cost when it comes to AP data entry. 88% of data entry-related errors exist in accounting spreadsheets, some of which are big enough to set an entire department back. Worse, it could mean inaccurate profit margins, leading to incorrect decisions down the line.

Slow processing. Manually processing invoices take a lot of time, especially in big companies where they receive a lot of invoices at any given time. This would take a lag of days, even weeks, to get an approval and pay the supplier, thus delaying production and operations.

Fraud. Billing-related fraud is a leading concern in accounts payable and a legal minefield. These include internal fraud like forged reimbursements, but others are more nefarious, especially those coming from an external source. Phishing scams and ransomware infection come to mind.