ACCOUNTS PAYABLE AUTOMATIONAutomate your accounts payable process — from processing to payment
Take back valuable time and strengthen payment controls with end-to-end accounts payable software.
Streamline your accounts payable process
Capture and process invoices with zero manual effort
Automate data capture and categorization — no manual entry, no errors:
- Automatically extract all the information for faster processing
- Save time on data categorization and let Payhawk’s self-learning OCR do it for you
- Link new bills to purchase orders
Remove the back and forth, keep the control and visibility
Ensure spend is accounted for and always approved by the right people:
- Assign the right approvers with fully automated and streamlined workflows.
- 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
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 bills.
- 2-way and 3-way matching
- Identify discrepancies and get notified
- Configure purchase order policies
Manage all your payments in one place
Manage employee reimbursement and bill payments alongside card spend in a single place. Get complete visibility in a single group dashboard view, letting you see:
- Spend broken down by team and entity so you can identify areas for cost optimization
- Expense processing status by entity to help you drive a stress-free month-end
- Upcoming spend and available funds to cover it, ensuring you don’t delay payments
Never stitch together spreadsheets and statements again
Cut month-end efforts in half with a fully automated solution that integrates with your ERP or accounting system. Live integrations mean month-end work doesn’t have to wait until month end:
- Categorize spend through custom fields and get real-time visibility of costs for different projects, events, and more, all synced to your ERP
- Experience direct API integrations with market-leading ERPs Microsoft Dynamics 365 Business Central, 365 Finance, and NetSuite
- Get perfect data synergy with your ERP giving you real-time visibility for better decisions
“Using Payhawk has helped us take control of business expenses, policies, and compliance. And, it’s helped avoid admin, paperwork, Excel back and forth, and reimbursements via payroll.”
“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!”
“Payhawk offers a great product package: an intuitive and easy-to-use tool that can integrate with several business applications, a Customer Success team that provides excellent service, and a Product team that actively communicates with and gathers feedback from its customers.”
Send payments to suppliers, anywhere
Make fast, low-cost payments to suppliers globally
Execute international bank transfers directly from the platform in 50+ currencies into 160+ countries:
- Clear and upfront transfer costs
- Save more as your transfer volumes increase
- Set custom approvals workflows
- Automatically reconcile payments to the ERP
Payhawk's international bank payments feature means we now have one platform in which we can manage our payments from personal reimbursements to paying suppliers in different currencies including USD. We like that we don't have to switch to different providers to make payments and that we now have complete spend overview in Payhawk.
Simplify bill processing across all teams
Finance team
Execute supplier payments with all related context and work more efficiently with filtered views for payment runs. No more duplicates, overdue bills, or unauthorized spend.
Accountants
Leverage AI-driven OCR to automate data entry, leaving you to verify critical information only. Return invoices to employees for additional information with a click.
Employees
Submit invoices quickly and easily via an automated inbox or user-friendly mobile app. No more manual data entry and chasing payment status.
Finance team
Execute supplier payments with all related context and work more efficiently with filtered views for payment runs. No more duplicates, overdue bills, or unauthorized spend.
Accountants
Leverage AI-driven OCR to automate data entry, leaving you to verify critical information only. Return invoices to employees for additional information with a click.
Employees
Submit invoices quickly and easily via an automated inbox or user-friendly mobile app. No more manual data entry and chasing payment status.
Highly rated accounts payable solution
“The UI is great! Not much of a learning curve, so getting full use out of the system is a simple process.”
“I like the automatic recognition of the tickets; it saves a lot of time in expense reporting as before it took a few hours each month."
“You can pay in bulk all your pending vendor invoices and expenses. I can also control the monthly subscriptions and define the categories and departments, and automatically synchronize them with my accounting software.“
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 synced automatically 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 synced automatically 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. Personalise 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.
Map out your invoice approval workflows with a high-level of customisation, allocating a different approver at every step of the process. Drive automation without losing control.
Pay local invoices for free directly within the platform through SEPA Instant, Faster Payments, ACH, and Bisera transfers.
Pay international suppliers directly with quick, low-cost transfers. 57% of payments are delivered instantly, and 93% within 24 hours. The more you transfer, the less you pay.
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.
Talk to our team
Your challenges, our expertise — let’s manage business spend smarter.
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 organisation. This software is specifically tailored to manage and optimise 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, invoice 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 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.
Bank transfers with Payhawk are free of charge and work with local payment rails.
Payhawk has partnered with 60dias , a leading VAT recovery expert for travel and expenses across Europe. With our automated data extraction system, we take all the relevant information from the receipts and 60dias converts them into invoices with all the necessary requirements for tax deduction. The integration takes care of multiple steps, from the receipts' digital certification (by the AEAT) to obtaining complete and valid invoices. Learn more in our helpdesk article.
Yes, it is very safe. In Payhawk, your funds are securely held in safeguarded accounts with banks in line with European Electronic Money Regulations. 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.