Struggling to keep your small business’s finances in check? You’re not alone. Many small businesses feel overwhelmed by invoices and payments. But what if you could simplify this process and regain control? Accounts payable software for small businesses can change your financial management. AP automation software saves time and reduces stress. In this article, we’ll explore accounts payable software that can help your small business thrive.

See how ProcureDesk helps small businesses improve their accounts payable processes and reduce invoice processing time by up to 40%.

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What is accounts payable software?

Accounts payable software solutions are tools that help small businesses manage their bills efficiently. It tracks what you owe and when payments are due. Here are some specific functions it offers:

• Invoice Management: Organizes and stores all your invoices in one place.
• Automated Payments: Schedules and processes payments automatically to avoid late fees.
• Expense Tracking: Monitors and categorizes expenses for better financial oversight.
• Vendor Management: Keeps detailed records of vendor information and payment history.
• Financial Reporting: Generates reports to provide insights into cash flow and spending patterns.
• Approval Workflows: Streamlines the approval process for invoices and payments.

For small businesses, this means less stress and more focus on growth. With this software, you can easily keep track of your finances and stay on top of your business’s money matters.

The Importance of Automating Accounts Payable Processes for Small Businesses

For small businesses, a good accounts payable workflow + accounts payable software makes a big difference. Here’s why:

• Time Savings: Reduces manual, time-consuming tasks.
• Error Reduction: Ensures accurate payments, minimizing costly mistakes.
• Improved Cash Flow: Manages cash flow better by tracking expenses and payments.
• Avoids Late Fees: Schedules payments on time to prevent penalties.
• Financial Insights: Provides clear reports for informed decision-making.
• Resource Efficiency: Frees up accounting and finance resources to focus on business growth.

Top Accounts Payable Software for Small Businesses

The good news: there is a lot of accounts payable software for small businesses. The bad news? It’s hard to differentiate between a lot of them. The right tool can make all the difference though. Next we’ll explore the top accounts payable software for small business.

We’ve evaluated each software’s features and pricing and have taken care to be as fair as possible. At the end of the day, we want you to have the best tool for your company. Whether that’s our accounts payable software or someone else’s.

ProcureDesk – Best All-in-One Accounts Payable Software for Small Businesses

ProcureDesk helps small businesses take control of accounts payable. It replaces messy, manual tasks with one simple system.

You can create purchase orders, capture invoices, and match them automatically. No paper. No back-and-forth emails.

Everything happens in one place.

ProcureDesk connects with tools you already use—like QuickBooks, NetSuite, Sage, and more. That means your data stays in sync and your books stay clean.

If you’re still chasing invoices or entering data by hand, there’s a better, more intuitive way. ProcureDesk makes it easier to stay organized, pay vendors on time, and plan your cash flow.

Capture and Process Invoices Without Manual Entry

Manually entering invoices takes time and leads to errors. ProcureDesk helps you eliminate this step.

Invoices are captured automatically, streamlining invoice processing for small businesses. Vendors can email invoices directly to a unique inbox. The system pulls data from the email and starts processing right away.

Vendors can also upload invoices through a self-service portal. You don’t need to follow up. They can track invoice status on their own.

ProcureDesk also accepts electronic invoices in standard formats like XML or EDI. That means no scanning, no printing, and no paper.

The system uses optical character recognition (OCR) and AI to read and extract key invoice data like vendor names, invoice numbers, amounts. That means fewer corrections and faster processing.

Match Invoices to POs Automatically to Avoid Overpayments

Overpaying vendors can drain cash fast. ProcureDesk prevents this by automating invoice matching.

Invoices are matched in real time to purchase orders and receipts. The system checks if the amounts, items, and quantities line up.

You can set it to use 2-way matching (invoice to PO) or 3-way matching (invoice to PO and receipt). This catches issues early—before payment goes out.

Matching happens at the line-item level. The system checks each product or service, price, quantity, and tax. This is far more accurate than matching totals alone.

You can also set tolerance thresholds. For example, if an invoice is off by a few cents, it can auto-approve. Anything bigger gets flagged.

This helps your team avoid overpayments, duplicates, and fraud detection.

Route Invoices for Approval Without Chasing People

Invoices often get stuck waiting for someone to approve them. That delays payments. It frustrates vendors.

ProcureDesk solves this with smart approval workflows. You set the rules. The system sends each invoice to the right person based on amount, department, or project.

Need multi-level approvals? No problem. Invoices route from one person to the next automatically.

You can also set up reminders. If someone doesn’t approve an invoice on time, they get a nudge.

Approvers get everything they need in one place. No digging through emails or folders. They can review and approve from their phone using the ProcureDesk mobile app for iOS and Android.

Every invoice has a full audit trail for compliance. This means faster approvals, fewer delays, and better vendor relationships.

Create and Approve Purchase Orders in One Simple System

Controlling spend starts before the invoice arrives. ProcureDesk helps you do that with a built-in purchase order system.

Employees can request items through ProcureDesk. They can shop from over 200 approved vendor catalogs, including Amazon and Thermo Fisher.

Once they select items, a purchase request is created. You can set up rules to route requests for approval. All within the system.

No more emails or spreadsheets in Excel. No more off-contract spending.

Once approved, a PO is generated and sent to the vendor automatically.

This gives you control over spending, ensures compliance, and keeps everything in one place.

Get Real-Time Cash Flow Visibility for Better Forecasting

Knowing what’s coming helps you manage cash. ProcureDesk gives you real-time visibility into your AP pipeline.

You can see how much has been invoiced and how much is still unbilled. The dashboard shows outstanding POs, upcoming invoices, and expected payments.

This helps you forecast more accurately. You’ll know what to hold back and when to move forward.

ProcureDesk also gives you insight into where your money is going. You can see top vendors, spending by category, and trends over time.

This helps you spot problems, cut waste, and negotiate better deals.

Pay Vendors Faster and Keep Relationships Strong

Vendors want to get paid on time. ProcureDesk helps you make that happen with invoice automation.

Once an invoice is approved, you can pay it using the payment methods that work best for you—ACH, check, or credit card.You can pay vendors directly through ProcureDesk or use your accounting software like QuickBooks for payments. ProcureDesk syncs payment information across all systems for full visibility. 

You can also schedule payments based on due dates. That helps you take advantage of early payment discounts and avoid late fees.

All vendor data is stored in one place. Your team can view purchase history, contact info, and open invoices at a glance.

This makes it easier to manage relationships and stay organized.

Sync with QuickBooks, NetSuite, Xero, and More

You shouldn’t have to enter the same data twice. ProcureDesk integrates with the accounting systems you already use.

Approved invoices flow straight into QuickBooks, NetSuite, Xero, Sage Intacct, and more.

Purchase order details sync in real-time. No more CSV imports or manual data entry.

Payments recorded in your ERP systems show up instantly in ProcureDesk. Your finance and procurement teams stay in sync.

This keeps your records clean, saves time, and reduces errors during audits.

ProcureDesk Pricing

ProcureDesk’s AP automation software is built for growing small businesses that want to save time and cut costs.

Our Purchasing Automation plan starts at $498/month. It includes everything you need to manage purchase orders. For small businesses that want a combined purchasing and accounts payable solution, we have a Purchasing & AP Automation plan for $790/month.

There are no hidden fees. No extra costs for integrations. Just one price for a complete solution. We’ll even onboard your entire team and set up custom workflows for your business.

You can learn more about our pricing options here.

QuickBooks Online

QuickBooks Online is one of the most popular accounting tools for small businesses. It helps you track income, expenses, and invoices—all in one place.

Many small business owners use QuickBooks as their main financial system. It offers basic accounts payable features like bill tracking, vendor payments, and integration with bank accounts. For teams with simple AP needs, it can be a good starting point.

But it’s not built to handle more complex workflows like purchase orders, invoice matching, or multi-level approvals. You may need to add extra tools or apps as your business grows.

Quickbooks Online Key Features

• Create, track bills, and manage invoice processing
• Schedule and send vendor payments
• Sync with your bank and credit cards
• Manage vendor contacts and purchase history
• Get basic reporting on expenses and cash flow

Quickbooks Online Pricing

QuickBooks Online plans start at $35/month for the Simple Start plan. Most small businesses choose the Plus plan at $99/month, which includes bill management and purchase orders. Pricing goes up if you need advanced features or more users.

Airbase

Airbase is a spend management platform that combines accounts payable, corporate cards, and expense management in one system. It’s designed for fast-growing companies that want tighter control over spending without adding headcount.

With Airbase, you can automate accounts payabe—from invoice capture to approval to payment. It also includes virtual and physical cards for employees, helping you track expenses as they happen. Everything syncs with your accounting software in real time.

Airbase is a strong choice for companies that have outgrown manual financial processes and want more visibility into their spending.

Airbase Key Features

• OCR invoice capture and automation
• Multi-level approval workflows
• Corporate cards with spending controls
• PO-to-invoice matching
• Integrates with QuickBooks, Xero, and NetSuite

Airbase Pricing

Airbase’s Growth plan starts at $499/month (billed annually). The price increases with team size and advanced features. There’s also a limited free plan, but most businesses will need a paid plan to access full AP functionality.

Xero

Xero is cloud-based accounting software made for small businesses. It’s known for its intuitive interface and simple tools.

You can manage bills, pay vendors, and track expenses in one place. Xero also connects with your bank to pull in transactions automatically. It works well for small teams that want basic accounts payable features without the extra complexity.

Like QuickBooks, Xero doesn’t offer advanced AP automation out of the box. If you need purchase order workflows or invoice matching, you’ll need to add integrations or use a separate tool.

Xero Key Features

• Enter and track bills
• Set up batch payments to vendors
• Attach files to bills for easy recordkeeping
• Connect to your bank for real-time transaction updates
• View cash flow and expense reports

Xero Pricing

Xero’s Early plan starts at $20/month. Their Growing plan starts at $47/month. If you need support for multiple currencies or advanced analytics, the Established plan costs $80/month.

Sage Intacct

Sage Intacct offers comprehensive software solutions built for mid-sized businesses and fast-growing teams. It offers strong financial tools, including more advanced accounts payable features.

You can manage the full AP process—enter bills, set up approvals, and schedule payments. It also supports multi-entity accounting and complex reporting. If your business is scaling and needs better control over finances, Sage Intacct can help.

It’s more powerful than tools like QuickBooks or Xero, but it’s also more complex. It may be more than a small business needs unless you’re planning to grow quickly.

Sage Intacct Key Features

• Multi-level invoice approvals
• Centralized vendor management
• Payment scheduling and tracking
• Real-time reporting and dashboards
• Multi-entity and multi-currency support

Sage Intacct Pricing

Sage Intacct doesn’t list pricing on its site. It’s customized for each company, which might make it too expensive for small businesses. Setup and onboarding fees may also apply.

Bill.com

Bill.com focuses only on automating accounts payable and accounts receivable. It helps small businesses streamline payments, approvals, and cash flow.

You can enter bills, route them for approval, and pay vendors by ACH, check, or credit card. Bill.com syncs with QuickBooks, Xero, and other accounting software, which helps keep your books accurate without double entry.

It’s a good fit for small teams that want to modernize their AP process without changing accounting systems.

Bill.com Key Features:

• Bill capture and data entry with OCR
• Custom invoice approval workflows
• Pay vendors by ACH, check, or card
• Automatic sync with accounting software
• Audit trails and payment tracking

Bill.com Pricing

Bill.com’s Essentials plan starts at $45/month per user. Most small businesses choose the Team plan at $55/month per user, which includes their AP automation solution and accounting integrations. For more customization though, small businesses will need their Corporate plan at $79/month.

Tipalti

Tipalti is an accounts payable automation platform built for companies that manage a high volume of payments. It’s best known for handling global payouts and helping finance teams scale.

It offers strong features like invoice capture, tax compliance, and mass payments in multiple currencies. That makes it a good fit for companies working with lots of vendors, freelancers, or international partners.

For many small businesses, Tipalti may feel too advanced. But if you’re scaling fast or have global payment needs, it could be the right choice.

Tipalti Key Features

• Automated invoice capture and approvals
• Global payments in 196 countries
• Tax form collection and compliance (W-9, W-8)
• Payment status tracking and audit trails
• Integration with ERPs like NetSuite, QuickBooks, and Xero

Tipalti Pricing

Tipalti starts at $99/month, but that’s just for the Starter plan. Extra features like intake, auto-generated purchase requests, 2 and 3-way matching require an upgrade to their Premium plan which has custom pricing.

Melio

Melio is a simple AP solution built specifically for small businesses. It’s easy to set up and doesn’t require any accounting knowledge. You can pay vendors by bank transfer or card—even if the vendor only accepts checks.

Melio focuses on ease of use. If you’re just starting to digitize your AP process and don’t need complex features, it’s a solid option.

Melio Key Features

• Schedule and send payments by ACH or check
• Pay vendors with a credit card (even if they don’t accept cards)
• Free bank transfers (ACH)
• QuickBooks Online integration
• Approval workflows for bill payments

Melio Pricing

Melio is free for bank transfers. Payments by credit card cost 2.9% of the transaction amount. Some features like expedited check delivery or international payments come with extra fees.

Stampli

Stampli is designed to help teams collaborate around accounts payable. It combines invoice management with communication tools so teams can handle questions, approvals, and exceptions in one place.

Stampli works well for businesses with more people involved in the AP process. It’s best for teams that want to reduce back-and-forth emails and speed up approvals.

Stampli Key Features

• Centralized invoice dashboard
• AI-powered data capture
• Real-time messaging on each invoice
• Approval workflows with notifications
• Integration with QuickBooks, NetSuite, Sage, and more

Stampli Pricing

Stampli doesn’t list pricing online. Plans are based on volume and features. Expect to speak with sales for a custom quote.

Payhawk

Payhawk offers a complete spend management solution for finance teams. It combines AP automation, procurement tools, expense tracking, and corporate cards under one roof.

You can manage the full purchase-to-pay process—submit purchase requests, capture invoices, route approvals, and issue payments. It’s built for companies with multiple teams or global offices that need real-time control over cash flow and budgets.

Payhawk is ideal for businesses that want more than just AP software. It helps streamline spending across the entire company.

Payhawk Key Features

• Purchase order workflows and invoice matching
• OCR invoice scanning and auto-coding
• Global payments in multiple currencies
• Corporate cards with spend limits and policy enforcement
• Real-time syncing with accounting software

Payhawk Pricing

Payhawk’s Suite plan starts at $499/month for up to 3 users. Larger plans with advanced controls and features are available. Pricing depends on number of users, payment volume, and integrations.

Tradogram

Tradogram is a lightweight procurement and AP automation tool made for small to mid-sized businesses. It gives you more control over purchasing and invoice approvals without the cost or complexity of enterprise software.

You can create purchase orders, route them for approval, and match invoices against POs and receipts. It’s especially useful for companies that want to stop using spreadsheets and emails to manage purchasing.

Tradogram doesn’t have every advanced feature, but it covers the core workflows most small teams need.

Tradogram Key Features

• Purchase order creation and approval
• Invoice and receipt matching
• Vendor and catalog management
• Budget tracking and spend reporting
• Custom workflows and user permissions

Tradogram Pricing

Tradogram’s full platform starts at $168/month (billed annually). That includes all purchasing and AP automation features. A limited free plan is also available if you only need basic procurement tools.

Comparing Accounts Payable Software: Which Is Right for Your Small Business?

There’s no one-size-fits-all answer when it comes to accounts payable software for small business. What works for a team of 3 won’t cut it for a team of 50. Below, we break down how the top tools compare across features, pricing, and support—so you can pick the one that fits your business now (and later).

Feature Comparison

If you only need to pay bills and track expenses, a basic tool like QuickBooks, Xero, or Melio might be enough. These are great starting points, but they’re missing key automation features.

When your team grows—or when you need to manage purchase orders, multi-level approvals, and invoice matching—you’ll need more advanced software.

Here’s what that breakdown looks like:

• ProcureDesk, Airbase, Tipalti, Payhawk, and Tradogram offer advanced automation like 2- or 3-way matching, purchase order workflows, and built-in approval routing.
• Bill.com and Stampli are solid middle-ground options. They’re focused more narrowly on AP but can handle approvals and sync with your accounting system.
• QuickBooks, Xero, and Melio offer basic bill pay features but require add-ons for more advanced controls.

If you want purchasing and AP in one system, ProcureDesk, Payhawk, and Tradogram are your best bets.

Pricing and Affordability

Pricing varies a lot depending on how many users you have and how advanced your needs are.

• Free or low-cost options: Melio (free for ACH), QuickBooks ($35+), Xero ($20+), and Bill.com ($45/user) are affordable for very small teams with basic needs.
• Mid-range tools: Tradogram ($168/month) and Airbase ($499/month) offer strong automation without enterprise pricing.
• Full-featured platforms: ProcureDesk starts at $498/month for purchasing, or $790/month for purchasing + AP automation. Tipalti and Payhawk have similar pricing, though exact costs depend on features and volume.

ProcureDesk includes free onboarding and workflow setup for every new customer. This saves a lot of time during implementation. Many other tools either provide no service support or charge extra for it.

User Experience and Support

Ease of use is key—especially if your team doesn’t have time to learn a complex system.

• QuickBooks, Xero, and Melio are simple and familiar. But they offer less flexibility and control.
• ProcureDesk’s accounts payable automation software balances power with simplicity. The interface is user-friendly and teams can get started quickly. Users get guided onboarding, and support is included in all plans.
• Airbase, Payhawk, and Tipalti are built for finance teams with more complex needs. They come with deeper features, but also steeper learning curves.
• Bill.com and Stampli are solid options if you want to keep QuickBooks or Xero and just add AP automation.

When comparing tools, look at more than features. Ask: how long will it take to set up? Will your team actually use it? What happens when you need help?

Implementing Accounts Payable Software in Your Small Business

Switching to accounts payable software isn’t just about buying a tool. It’s about making sure it actually gets used and integrated with your existing systems. Here’s how to make that happen.

Steps for Successful Integration

1. Audit your current AP process: Start by mapping out how invoices are handled today—from receiving to approval to payment. Identify bottlenecks, manual processes, and points where human error happens. This gives you a clear list of what needs to change.
2. Define your approval workflows: Decide who should approve what and when. Set rules based on invoice amount, department, project, or vendor. Most AP platforms let you build these rules into the system so nothing falls through the cracks.

→ With ProcureDesk, our team helps set up these workflows for you based on your current process. 

3. Choose the right software: Pick a platform that matches your current size but can scale with you. Make sure it integrates with your accounting system (like QuickBooks or NetSuite). Avoid tools that require manual imports or duplicate data entry.

→ ProcureDesk integrates with all major accounting systems and supports real-time syncing. 

4. Connect your accounting system: Once you’ve chosen a tool, connect it to your ERP systems or accounting software. Sync purchase orders, invoices, payments, and vendor data. If your system supports real-time syncing, use it. That keeps records clean and up to date.

→ Our team handles this setup for you during onboarding. 

5. Test the process end-to-end: Before rolling it out to everyone, test the full flow with a few sample invoices—from submission to payment. Make sure matching works, approvals route correctly, and payments push to your accounting system.

6. Roll it out in phases if needed: Start with one department or location, then expand. This helps catch issues early and lets your team get used to the system in stages.

Training and Support for Your Team

1. Train your AP and finance team first: They’ll spend the most time in the tool. Walk them through the core features: invoice intake, matching, approvals, and payment scheduling. Make sure they know how to handle exceptions and approvals that get stuck.

→ ProcureDesk includes guided training during implementation. 

2. Create simple how-tos for approvers: Most employees just need to know how to review and approve invoices. A short guide or short video can reduce confusion and avoid delays.

3. Set up internal workflows before go-live: Make sure everyone knows who approves what. Document the rules and share them across teams. This helps avoid misrouted invoices and missed approvals.

→ If you’re using ProcureDesk, these workflows are already mapped and built for you. 

4. Lean on vendor onboarding support: Choose a vendor that offers onboarding and implementation help. This is especially useful for setting up integrations, approval routing, and getting your first invoices processed correctly.

→ ProcureDesk includes full onboarding and workflow setup in every plan—no extra fees. 

5. Track usage and resolve issues early: After launch, monitor how many invoices are getting stuck, how fast approvals happen, and if users are completing tasks on time. Fix small problems early before they create bigger delays.

When Should Small Businesses Upgrade Their Accounts Payable Software

Basic tools work—until they don’t. If you’re spending too much time on manual tasks or struggling to keep up with approvals, it might be time to upgrade.

Here are clear signs your business has outgrown entry-level AP software:

You’re still entering invoices by hand

If your team is typing in invoice data or copying from PDFs, you’re wasting time. Manual entry slows things down and leads to errors. Software with OCR and automated invoice capture can save hours each week.

Invoices keep getting stuck waiting for approval

Are you chasing people to approve invoices? Do payments get delayed because no one knows who’s responsible? You need approval workflows that route invoices to the right person—without emails or reminders.

You’re making payments without matching to POs

If you’re paying invoices without checking against purchase orders or receipts, you’re at risk of overpaying—or paying for things you didn’t receive. Tools with 2- or 3-way matching stop that before it happens.

You don’t know how much you owe until it’s too late

Without real-time visibility, it’s hard to forecast cash flow. You may miss early payment discounts or get hit with late fees. A better system shows you what’s been approved, what’s outstanding, and what’s coming next.

You’re growing, and your current process can’t keep up

As your business grows, so do the invoices, approvers, and vendors. Spreadsheets and entry-level tools break down fast. Scaling with software keeps your team lean while giving you more control.

FAQs About Accounts Payable Software for Small Businesses

Can I start with just invoice approvals and add purchase orders later?

Yes. Many platforms, including ProcureDesk, let you start with AP automation and add procurement workflows when you’re ready. That way, you can improve your current process without changing everything at once.

What if my vendors don’t email invoices?

Good AP systems give you multiple ways to capture invoices. Vendors can upload them through a portal, send PDFs by email, or even submit digital formats like XML. If they still send paper, you can scan and upload manually.

How long does it take to get up and running?

Most small businesses can go live in 2–4 weeks, depending on the complexity of your workflow. ProcureDesk includes onboarding and setup, so you’re not on your own.

Do I need to involve IT to set this up?

Not always. Many tools are cloud-based and easy to connect to your accounting software. With ProcureDesk, we handle the integrations and setup for you. No heavy IT lift required.

How does accounts payable software help with audits?

It keeps everything in one place—approvals, invoice history, payment records. You get a complete audit trail without digging through email threads or file folders.

Can I use AP software if I have multiple locations or entities?

Yes, but check if the platform supports it. Some tools charge extra or limit you to one entity. ProcureDesk supports multi-location and multi-entity setups out of the box.

The Bottom Line on Accounts Payable Software for Small Business

Managing accounts payable with manual tools works—until it doesn’t. As your business grows, so does the complexity. More invoices. More approvals. More room for error.

The right AP software helps you stay organized, avoid mistakes, and keep vendors happy. It saves your team time and gives you visibility into where your money is going.

If you’re spending hours chasing invoices, retyping data, or wondering where your cash went—there’s a better way.

ProcureDesk gives small businesses a complete AP and purchasing system in one simple platform. From invoice capture to approval to payment, everything happens in one place. And we’ll help you set it up, train your team, and build customizable workflows that fit your process.

Ready to take control of your accounts payable? Book a demo of ProcureDesk today.