Accounts Payable Automation SoftwareSmart AI-powered Accounts Payable and supplier payments
Take back valuable time and strengthen payment controls with end-to-end accounts payable software.
Fully integrated, end-to-end Accounts Payable
Automate and take control of every step of your Accounts Payable workflow, connecting invoice data, approvals, and automated ERP export in one powerful platform.
Every invoice is read, coded, and categorized automatically using OCR and AI data extraction across eInvoices and standard bills in 60+ languages. Two-way or three-way matching confirms amounts, quantities, and goods receipt.
Protect company funds with preventive financial controls that reduce risk before money leaves the business. Enforce payment limits, supplier controls, and segregation of duties (four-eyes principle) so every payment is independently verified, fraud risk is reduced, and finance can move money with confidence.
No two organizations approve spending the same way. Build approval workflows by role, employee, entity, or department, and set the exact conditions that trigger each step. Configure dollar-threshold escalations to named approvers, enable policy-based auto-approvals, and use conditional logic to handle every scenario in a single workflow. Unnecessary approval chains are skipped automatically, so approvals stay fast as your business evolves.
Protect company cash with built-in approval workflows, bank-grade security, and fraud prevention. Payhawk helps finance teams reduce payment risk while optimizing working capital through flexible payment timing, early-payment discounts, and card rebates—all from one AP workflow.
Sync every expense allocation in real time with Payhawk's native ERP integrations. Unlimited custom fields give finance teams granular visibility across projects, events, and cost centres, flowing directly into your accounting system without manual intervention.
"What's great about Payhawk is that you can design and set up workflows that work for your business. For example, at Essentia Analytics, we want to centralise AP and subscriptions; but we want to delegate the employee expenses. And Payhawk lets you set that up in a way that works best for you."
Meet the invisible orchestrators
Purpose-built AI Agents handle procurement from start to finish, eliminating unnecessary back-and-forth and keeping finance on track and in control
From failed transactions to employee expense questions, the Payments Agent keeps spend moving and flags only the issues that need extra attention.
This agent auto-fetches receipts and invoices directly from vendor portals and employees, matches them to expenses, chases approvals, and escalates when needed.
The quiet partner making your procurement process effortless. From the first request to final payment, the Procurement Agent guides employees every step of the way.
Take your accounts payable to the next level
Upload invoices or send them via email, and let AI handle the rest. OCR extracts data in 60+ languages, auto-creates or matches expenses, and flags duplicates.
Purchase orders, invoices, and receipt notes are automatically matched and cross-referenced to flag any quantity or price discrepancies.
Track budgets in real time: Get complete oversight of all your spend against budgets in a single place with easy-to-manage budgets from Payhawk.
Reconcile invoice spend directly to your ERP or accounting system with live, leading-class integrations. Cut manual work and reduce the risk of human error.
Standardize AP processes and approval workflows across entities for greater efficiency and control. Get total visibility over invoices, card spend, and reimbursements via a group dashboard.
Raise purchase requests and route them for approval in a few clicks. Once approved, a purchase order is created and sent straight to your supplier, with your company logo added automatically.
Understand subscriptions spend: Monitor all your company’s recurring payments in one place to stay informed and make better decisions.
Move company cash with confidence using SOC 2 Type II security, configurable approval workflows, complete audit trails, and built-in fraud prevention. Designed to help finance teams protect every payment from initiation to reconciliation.
Customize supplier data to match your setup and keep it in sync with your ERP. Capture the right details upfront and make accounting faster and easier.
Discover enterprise power, without enterprise complexity
Manage employee expenses alongside all your other company spend. With Payhawk, you get complete control over your policies, workflows, and payments in a single platform.
Smart cards with built-in control
Review and repay employee expenses
Book and manage business trips easily
Fully digitised employee spend tracking, expense reports with custom approvals and direct reimbursement to employee bank accounts. link
Multiply your team's capacity with a suit of Al Agents. Handling finance tasks with precision, they ensure your team spends less time on routine work.
Unlock a new level of team productivity with automated payables
FAQs
Accounts payable (AP) automation software is a digital solution designed to replace manual, paper-heavy workflows with a streamlined invoice-to-pay lifecycle. By leveraging AI, OCR, and machine learning, these platforms digitise the entire process. This includes everything from the proactive retrieval of invoices to the final execution of payments, all managed from a centralised dashboard.
When evaluating accounts payable (AP) automation software, you should look for a comprehensive suite of features that transform the invoice lifecycle into a proactive financial engine. Key features include:
- Automated Retrieval: AI agents that proactively fetch invoices from supplier websites and emails, eliminating the need for manual downloads or hunting for missing receipts.
- Advanced OCR: Optical Character Recognition technology that automatically scans and extracts data from invoices to reduce manual entry.
- Three-way PO Matching: Systems that automatically reconcile invoices with purchase orders and delivery notes to ensure accuracy and prevent overpayment.
- Automated Approval Workflows: Digital routing that directs invoices to the correct stakeholders based on company policy, removing the need for physical signatures.
- ERP and Accounting Integration: Real-time data synchronisation with your existing financial stack, such as NetSuite, Xero, or QuickBooks, to keep your books updated.
- Direct Payment Execution: The ability to authorise and send payments to suppliers directly from the platform for centralised cash flow management.
- Comprehensive Audit Trail: A secure, time-stamped record of every action taken on an invoice to ensure compliance and make tax or audit seasons effortless.
The key benefits of using accounts payable (AP) automation software include:
- Cost Savings: Automating manual tasks reduces the administrative overhead associated with data entry and paper processing.
- Fraud Prevention: AI-driven systems automatically flag duplicate invoices, verify supplier bank details, and maintain a secure, time-stamped history of every transaction.
- Capture of Early Payment Discounts: By accelerating the approval cycle, businesses can consistently take advantage of supplier discounts that are often missed during slow, manual workflows.
- Improved Supplier Relations: Faster processing leads to more predictable, on-time payments, reducing payment enquiries and building stronger trust with your supplier network.
- Enhanced Cash Flow Visibility: Real-time data syncs allow finance teams to see exactly what is owed and when, enabling more strategic financial planning.
Accounts Payable (AP) and Accounts Receivable (AR) are two fundamental aspects of a company's financial operations, each representing a distinct side of its financial transactions with other parties.
• Accounts Payable (AP) represents money the company owes to others, and it's recorded as a liability.
• Accounts Receivable (AR) represents money owed to the company by others, and it's recorded as an asset.
Both AP and AR are critical for managing a company's financial health. Efficient management of these accounts ensures that the company maintains liquidity, pays its bills on time, and collects revenue promptly from customers.
Correct data entry is crucial to avoid systematic errors in accounting, which can lead to fines, penalties, audit issues, and management reporting problems.
Invoice data entry and processing in accounting are crucial for ensuring accurate financial reporting, maintaining compliance with policies and standards, effective cash flow management, budgeting and planning, and maintaining vendor relationships. Automating this process reduces errors, saves time, speeds up processing, cuts costs, allows for easy scaling, enhances visibility, and drives effective compliance.
Yes, you can define custom multistep approval workflows within Payhawk. You can designate different approvers based on your organisation structure, individual approvers, roles within the platform, or any custom field (project, cost-centre, location etc). You can set workflows to be managed at a group level so they are consistent across entities, or at the entity level.
Our live direct integrations allow you to sync all your documents, accounting data and settled payments once reviewed from Payhawk to your ERP or Accounting system of choice. Get in touch and we’ll be happy to explain how we can seamlessly integrate to your ERP or Accounting system. You can also read more in our help desk articles to understand our direct integrations to Microsoft Dynamics, Oracle NetSuite, Quickbooks, Xero, and Sage.
