ACCOUNTS PAYABLE AUTOMATIONAutomate your accounts payable process — at scale.
Take back valuable time and strengthen bill payment controls with end-to-end accounts payable software.
End-to-end accounts payable software
Capture and process invoices with zero manual effort
Take control of invoice management with automated data capture and categorization. No manual entry, no manual errors:
- Send invoices to a smart Payhawk inbox for automatic creation and coding
- Automatically extract data from bills in more than 60 languages
- Save time on data categorization and let Payhawk’s self-learning OCR do it for you
Remove the back and forth, keep the control and visibility
Direct invoices to the right approvers at the right time with fully automated and streamlined workflows. Ensure spend is accounted for and always approved by the right people:
- Set custom multi-step approval workflows based on different criteria: project, cost-center, org structure, location, and more
- Manage workflows at a group level to ensure consistency across entities or set by entity to suit your company policies
Eliminate overspend and avoid costly mistakes
Ensure accuracy and identify discrepancies with your purchases before issuing payments to suppliers by matching purchase orders, receipt notes, and invoices.
- 2-way and 3-way matching
- Discrepancies check and alerts
- Highly configurable purchase order policies
Make fast payments to suppliers globally
Execute international bank transfers directly from the platform in 115 currencies into 150+ countries:
- Clear and upfront transfer costs
- Set custom approvals workflows
- Automatically reconcile payments to the ERPs
Never stitch together spreadsheets and statements again
Cut month-end efforts in half with a fully automated solution that integrates with your ERP. Enjoy live integrations with market-leading tools like NetSuite, Microsoft Dynamics 365 Business Central, and QuickBooks Online — meaning you’re always looking at accurate Accounts Payable ledgers.
- Match Payhawk to your ERP fields and accurately track spend by analysis segment, which we bring directly in from your ERP
- We automate the bookkeeping for you, matching the payment if initiated from Payhawk with the bill transactions in your accounting system,
- PDF copies of each bill are sent to your ERP, which allows your ERP to store all of your accounting records and makes audits much easier!
“The OCR does part of my job by identifying duplicate invoices and populating the fields so it’s like the four-eyes principle in action: a real time saver!”
Our accounts payable process at a glance
Drag-and-drop invoices in the platform or leverage a smart dedicated mailbox to capture invoices directly from your emails. Upload in bulk to save time.
Our AI-powered OCR reads and extracts all invoice and supplier details, resulting in fully automated categorization up to the very last custom field. This requires zero manual effort and ensures you never process a duplicate.
Invoices are sent for approval based on custom-built workflows. These can be based on team structure or any custom field (cost-center, location, project, and more). We automatically notify approvers so they can easily approve or reject the invoice.
Once approved by a designated approver, invoices are reviewed by Accounting in the Payhawk platform and synced to your ERP/Accounting system. If you need clarification or extra details, a quick return via the platform to the employee lets them enrich expense data and send it back for review.
Once reviewed, the invoice will be routed for payment. Successful payments are automatically synced to the ERP or accounting system.
Drag-and-drop invoices in the platform or leverage a smart dedicated mailbox to capture invoices directly from your emails. Upload in bulk to save time.
Our AI-powered OCR reads and extracts all invoice and supplier details, resulting in fully automated categorization up to the very last custom field. This requires zero manual effort and ensures you never process a duplicate.
Invoices are sent for approval based on custom-built workflows. These can be based on team structure or any custom field (cost-center, location, project, and more). We automatically notify approvers so they can easily approve or reject the invoice.
Once approved by a designated approver, invoices are reviewed by Accounting in the Payhawk platform and synced to your ERP/Accounting system. If you need clarification or extra details, a quick return via the platform to the employee lets them enrich expense data and send it back for review.
Once reviewed, the invoice will be routed for payment. Successful payments are automatically synced to the ERP or accounting system.
All the features you need to bring your accounts payable to the next level
Easily upload invoices directly from your inbox with multiple attachments. Let the platform automatically create new expenses, match documents to existing ones, or highlight if there’s a potential duplicate.
Automatically extract data from bills in 60+ languages using leading OCR technology that learns as you use it. Reduce errors from manual entry, scale automation, and focus on strategy.
Get the most out of fully customizable supplier data entry and collection in sync with your ERP. Enhance supplier information to fit your company setup and benefit from faster and easier accounting.
Easily create purchase requests and send them for approval in just a few clicks.
Create Purchase Orders automatically, as soon as the needed approvals are provided, and send them to suppliers. Personalize POs by adding your company logo.
Purchase orders, invoices, and receipt notes are automatically matched and cross-referenced to identify and alert for discrepancies in volume or price.
Link your business bank accounts within the Payhawk platform to top-up funds quickly, easily, and for free, all in one place. Unlink accounts with a few clicks to maintain effective governance.
Ensure automatic and seamless reconciliation of all invoice spend directly to your ERP or Accounting system with leading live integrations. Eliminate the need for manual work and the risk of human error.
Standardize AP processes and approval workflows across entities to achieve greater efficiency and control. Get complete visibility over bills, card spend, and reimbursements via a comprehensive group dashboard.
Map out your invoice approval workflows with useful customization, allocating different approvers at every step of the process. Leverage automation to improve efficiency, without giving up any control.
Pay bills with local bank transfers through ACH, SEPA Instant, Faster Payments, and BISERA. Companies based in the UK, US, and EEA can process payments directly in the Payhawk platform at no additional cost.
Pay internationally-based suppliers in different currencies with quick, low-cost, and secure transfers. 57% of payments are delivered instantly, and 93% within 24 hours. The more you transfer, the less you pay.
FAQs
Accounts Payable (AP) software, also known as AP automation software or AP management software, provides the ability to streamline and automate the accounts payable process within an organization. This software is specifically tailored to manage and optimize the various tasks associated with managing and paying invoices, and managing supplier relationships. Payhawk AP software supports finance and accounting teams in their accounts payable processes with automated invoice data entry via OCR, invoice management, bill payment, and ERP or accounting software reconciliations.
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 multi-step approval workflows within Payhawk. You can designate different approvers based on your organization structure, individual approvers, roles within the platform, or any custom field (project, cost-center, location etc). You can set workflows to be managed at a group level so they are consistent across entities, or at the entity level.
You can make transfers using SEPA Instant, Faster Payments, ACH or Bisera.
Yes, it is very safe. Local payments are sent via the following regulated schemes: SEPA Instant, Faster Payments, ACH, or Bisera transfers.
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, Datev, and Exact Online.
Unlock a new level of team productivity with automated payables
