ACCOUNTS PAYABLE AUTOMATIONAutomate your accounts payable process — at scale.
Take back valuable time and strengthen 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 categorisation. No manual entry, no manual errors:
- Automatically extract data from invoices in more than 60 languages
- Save time on data categorisation 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 multistep approval workflows based on different criteria: project, cost-centre, 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 or accounting system. Live integrations mean month-end work doesn’t have to wait until month end:
- Categorise 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
Keep waiting times down and employee satisfaction high
Reimburse employees directly to their bank accounts from the platform:
- Approve reimbursement requests on the go
- Make free local payments in EUR, GBP, and USD
- Save time issuing reimbursements in bulk
- Automatically reconcile payments in your ERP
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 categorisation 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-centre, 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 categorisation 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-centre, 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.
Don’t take our word for it
Finance leaders from over 32 countries run spend management on Payhawk.
“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!”
“Data is key. I use information from the ERP every day for things like expense control and decision making. We can top up funds or check something against the budget, using the data from prepayments to balance payments to make the right allocations and reduce back and forth with suppliers”
"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 now have a complete spend overview in Payhawk."
All the features you need to bring your accounts payable to the next level
Easily upload invoices/receipts directly from your own 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 invoices in more than 60 languages using leading-class OCR technology that learns as you use it. Reduce errors from manual entry, scale automation and spend more time on strategic matters.
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.
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.
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.
Connect your traditional bank accounts to Payhawk to top-up funds quickly, easily, and for free without even leaving the platform.
Ensure automatic and seamless reconciliation of all invoice spend directly to your ERP or Accounting system with leading-class live integrations. Eliminate the need for manual work and the risk of human error.
Standardise AP processes and approval workflows across entities, gaining greater efficiency and control. Achieve complete visibility over invoices, card spend and reimbursements from a group dashboard view.
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.
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Your challenges, our expertise — let’s manage business spend smarter.
