ApprovalMax is a cloud-based system that automates your bill-to-pay approval process from start to finish. ApprovalMax handles all the key steps in a single platform – from capturing bill data to making payments. It’s your one-stop-shop for stronger financial controls, improved cash flow and reduced manual effort.
Standout features
- ApprovalMax Capture and ApprovalMax Pay: ApprovalMax Capture takes the hassle out of data entry by automatically extracting key details from invoices (Xero, QBO and NetSuite) and purchase orders (Xero), before they have even reached your accounting system. This smart tool has bulk uploads and an email inbox for suppliers. And if you’re based in the UK (Xero), when you pair it with ApprovalMax Pay, you have a complete, secure payment system that can manage everything from inbox to payment in a single workflow.
- Advanced, customisable multi-step approvals: ApprovalMax’s flexible approval matrix allows you to design approval workflows that reflect your organisation’s unique needs.
- Editing on approval feature: If an approver spots a minor mistake, instead of sending the invoice back to the beginning of the process and starting the approval chain all over, you can edit the mistake right there and then.
- Batch payment approvals: If you’re approving multiple invoices a day, you know how time-consuming the approval process can be. That’s why batch payment approval is so useful. Instead of approving one payment at a time, you can approve entire batches.
- Budget Checking: Take the guesswork out of approvals with real-time budget information. Define budgets in Xero or QBO and import them into ApprovalMax, where each bill and purchase order is checked against the available budget. If an approval exceeds the budget, approvers are alerted and can make informed decisions quickly.
Integrations: Xero, Quickbooks Online, NetSuite, Airwallex, Dext Prepare
Best for:
- Mid-to-large businesses or growing enterprises
- Organisations looking for an end-to-end AP automation solution with built-in OCR and Payments
- Industries such as construction, healthcare, hospitality, and property development
Cons:
- Limited integrations: ApprovalMax is not as feature rich as Xero and QBO, something to keep in mind if your business relies heavily on ERP systems for enterprise resource planning solutions.
- ApprovalMax Pay is only available for Xero UK businesses
Pricing:
ApprovalMax presents its pricing transparently on its website with a subscription-based model structured by user and feature tier. All the specifics, including per-user fees, volume discounts, and any add-on costs, are openly available on the pricing page, making it easy for organisations to choose the plan that best fits their needs. Plus, a 14-day free trial with no credit card required allows users to explore the platform before committing.
Tipalti offers a complete solution that automates your invoice-to-pay process from start to finish. What makes Tipalti stand out is its ability to handle high volumes globally. It can process millions of transactions monthly across more than 190 countries. If your business runs complex international operations, Tipalti works well for financial control and visibility.
Standout features
- Global mass payments: Supports payments in 120+ currencies via ACH, checks, wire transfers, PayPal, and virtual cards. Automatically converts currencies and handles country-specific regulations (e.g. VAT, GST, withholding taxes).
- Supplier self-service portal: Suppliers onboard themselves, upload invoices, and update payment details, reducing AP team workload by up to 80%.
- Tax compliance automation: Auto-generates tax forms (1099, W-8BEN, W-9) and files them digitally to meet IRS and global requirements. Validates supplier tax IDs and banking details to prevent fraud.
- AI-driven fraud prevention: Scans for duplicate invoices, suspicious payment patterns, and mismatched vendor data. Uses machine learning to flag high-risk transactions in real time.
Integrations: NetSuite, Sage, Microsoft Dynamics 365, Quickbooks, Acumatica, Xero, SAP
Best for:
- Global enterprises with suppliers in multiple countries
- High-growth companies processing 1,000+ invoices/month
- Industries like e-commerce, SaaS, and media with complex payment needs
Cons:
- Steep learning curve and complex interface: With so many features and options available through a single interface, new users can find themselves lost in a sea of settings and options.
- Limited flexibility for non-enterprise workflows: Tipalti is enterprise-first software, which means that it’s great for large businesses, but not as flexible for smaller organisations.
Pricing:
Even though Tipalti mentions the rate for the starter pack ($99/month) on their website, Tipalti does not publicly disclose detailed pricing on its website, as costs are customised based on business size, transaction volume, and required features.
Stampli is a powerful cloud-based platform created by AP professionals who know the real invoice management challenges. This complete solution handles your entire invoice process in one place. It takes you from vendor onboarding through final payment in a user-friendly interface. The system features "Billy the Bot," a smart AI assistant that learns your specific business practices. This makes your AP workflow more efficient as you process more invoices.
Standout Features
- AI-Powered invoice processing: Billy the Bot™ powers Stampli's AP automation system. This AI assistant processes your invoices by scanning them and pulling out important information automatically. This reduces how much data your team needs to enter manually and leads to fewer mistakes.
- Dynamic invoice coding and intelligent routing: Aside from data extraction the software codes your invoices based on your historical data and established practices. Plus, it routes each invoice to the right approver, streamlining the approval process.
- Centralised invoice communication hub: Stampli puts all invoice related communications, documents, and notes in one secure place with a unified view.
Integrations: Microsoft Dynamics 365, NetSuite, Sage, SAP, Intuit QuickBooks, Acumatica, Dealertrack
Best for:
- Fast-growing businesses and those starting as small enterprises
- Mid-to-large organisations that process high invoice volumes
- Companies with complex, multi-entity or multi-location operations
Cons:
- Editing limitations: Some people report challenges when needing to make bulk edits to invoices after approval or when auto-populated coding isn’t perfectly accurate.
- Notification and alert gaps: A few reviewers mentioned that if a notification is missed, it isn’t always obvious that an invoice awaits action.
- Minor integration nuances: Most ERP integrations work smoothly, but some businesses with heavily customized systems might face occasional syncing or data mapping problems.
Pricing:
Stampli uses a subscription-based pricing model but does not share specific costs on its website. The company creates custom pricing based on your company size, how many invoices you process, and what integrations you need. You must request a demo or contact Stampli directly to get your personalized quote.
Bill.com is a cloud-based financial platform that handles both accounts payable and receivable. Small to mid-sized businesses can automate their complete bill payment process in one system. It captures invoices, manages approval workflows, processes payments, and reconciles transactions. Your business gains better cash flow visibility, makes fewer manual errors, and creates stronger connections with suppliers.
Standout features
- Intuitive digital workflow: The platform offers a user-friendly interface that fully digitizes your bill payment process. It scans invoices, handles approvals, and manages payments automatically.
- Vendor self-service portal: Bill.com's most significant strength is its dedicated vendor portal, putting your suppliers in the driving seat. Suppliers can submit invoices, check payment status and update their information without ever having to pick up the phone.
- Automated payment processing and reconciliation: The platform schedules your payments through ACH, check, or credit card and connects with your accounting software. This allows all transactions to reconcile in real time without manual effort.
Integrations: Microsoft Dynamics 365, NetSuite, Sage, Xero, Intuit QuickBooks
Best for:
- Businesses that process a moderate volume of invoices without complex, multi-entity requirements
- Entities that operate in industries such as professional services, retail, and manufacturing
Cons:
- Limited advanced customisation: Although it’s incredibly easy to use, some feel that Bill.com may not be flexible enough for highly specific or complex workflows. This might be something to keep in mind if you’re a larger organisation.
- Occasional glitches: A few people have reported the odd sync problem or OCR goof-up, although these are usually quickly resolved with a little help from support. These minor glitches can still cause a short-term stop in your workflow.
Pricing:
The company offers a subscription model with several tiers: Essentials, Team, Corporate, and Enterprise. Your price depends on your needs and transaction volume. Plans begin at $45 per user each month and increase from there. Though pricing isn't publicly listed, research and customer feedback indicate the cost works well for small to mid-sized businesses wanting to improve their financial processes.
AvidXchange is a cloud-based automation platform with over 20 years of experience in AP processes. It focuses specifically on mid-market and enterprise businesses. The platform is built to solve the unique challenges larger organizations face. Think of it as your AP sidekick that understands what mid-market and enterprise companies need because that's been its specialty for two decades.
Standout features
- Vendor enrollment and AvidPay network: AvidXchange has a proprietary AvidPay network that enrolls vendors and enables their network. This proactive approach not only supports faster domestic payments but also provides standardised vendor data.
- Industry specific customisation: The platform allows you to configure workflows and add industry-specific modules that provide what you need, when you need it.
- Integrated payment processing: With AvidXchange, payment processing is available through multiple methods, including ACH and check payments, with automated scheduling and reconciliation.
Integrations:
- Accounting systems: QuickBooks Online & Desktop, Xero, and Sage Intacct
- ERP Platforms: NetSuite, Microsoft Dynamics 365, and other enterprise-level systems
Best for:
- Mid-market and enterprise organisations
- Industries with complex payment needs
- Businesses focusing on vendor relationship efficiency
Cons:
- Complexity for smaller organisations: If you’re running a smaller organisation with simple AP needs, you might not need all the complex functionalities that the platform offers.
- Higher effort to set up: If you have complex workflows, it will take some time and expertise to get everything set up perfectly.
Pricing:
The pricing of AvidXchange depends on what you need – how many invoices you process, how many steps you need in your workflow, what systems you need to integrate with, and the size of your organisation. Many of their customers report that the efficiency gains and improved cash flow more than make up for the cost, but you’ll need to get in touch to get a quote.
MineralTree is a great accounts payable solution if you work for a mid-market or enterprise organisation. The platform helps you tackle tricky AP challenges head-on. Here’s how: reduced manual work, faster invoice processing, and better financial oversight. That’s what independent reviewers reported when using MineralTree for their high-volume AP needs.
Standout features
- Fast payment processing: The platform’s scalable payment engine can process large volumes of ACH and wire payments.
- Security and fraud prevention: The software provides a well-defined security framework through its advanced security features including fraud detection, duplicate payment alerts, and full audit trails.
- Vendor portal: MineralTree’s vendor portal lets you consolidate all vendor communications in one place. Vendors can submit invoices and track payments from your online portal.
Integrations: Intuit Quickbooks, Microsoft Dynamics GP, NetSuite, Sage Intacct, Oracle EBS
Best for:
- Companies processing high volumes of invoices (typically 500+ per month)
- Industries like healthcare, manufacturing, and professional services
- Firms that need a centralised vendor portal
Cons:
- Customisation complexity: There are comprehensive features on the platform, but it might require additional support for highly customised workflows.
- Integration gaps: MineralTree integrates with the main accounting platforms, but firms on niche systems may find the integration doesn’t cover all their needs. Check compatibility before you sign up, just as you would with any accounting software.
Pricing:
MineralTree offers a subscription-based pricing model tailored to the organisation’s size, invoice volume, and complexity of required workflows. While they’re competitive in the mid-market and enterprise space, you’ll need to get in touch for a quote.
Coupa gives large global businesses what they need. The cloud platform brings together procurement, invoicing, and expense management in a single system. It serves as your complete financial control center with AP automation included. This helps you manage complex operations across multiple business entities. Independent analysts and users praise Coupa for real-time visibility and robust financial controls.
Standout features
- Spend intelligence and AI-Powered insights: By combining artificial intelligence and smart machine learning, Coupa delivers practical, actionable insights you can put into action immediately.
- Supplier and risk management: Coupa gives you a wide set of tools to track supplier performance and identify risk before it impacts your business.
- Intelligent exception handling: The platform's intelligent approval system learns what you need and automatically flags exceptions that need attention. It also automatically routes invoices to the right approvers based on the rules you set.
Cons:
- Complex setup: It can take time to get everything up and running, and it can help to have experts on hand to ensure everything is properly configured and running smoothly.
- Steep learning curve: Your team will need proper training and support to get the most out of all the tools and functionalities available.
Best for:
- Businesses operating in manufacturing, healthcare and financial services
- Enterprises that want complete end-to-end spend visibility
- Organisations with multi-entity operations
Integrations: SAP, Intuit Quickbooks, Microsoft Dynamics 365, NetSuite, Power BI
Pricing:
Your final price will depend on your specific requirements in terms of total spend, user adoption, and feature requirements. Coupa is at the higher end of the price spectrum, but independent research and user feedback consistently shows that the feature set and functionally are worth the investment for more mature and complex organisations. If you would like a quote tailored to your business requirements, we suggest reaching out to Coupa.
Nanonet is an AI-based platform that helps make invoice processing easier and more accurate. By using deep learning technology, the platform extracts and validates invoice data. Suitable for companies with invoices in different formats and high invoice volumes, Nanonet helps you reduce manual data entry and errors and integrates with your existing systems. Industry experts praise its exceptional accuracy and customisation flexibility.
Standout features
- Advanced deep learning OCR: Nanonet’s learning algorithms continuously improve, so you can expect better accuracy even with complex invoices.
- Customisable model training: You can train the system to interpret your invoices, regardless of the varying formats you receive from your suppliers.
- Automated data validation: The platform extracts and verifies data from invoices by checking it against your business rules in real-time.
Cons:
- Initial setup is time consuming: You need to set up the system for the unique invoice formats you use, and this does take a little time and effort, especially if you have many different suppliers.
- Basic reporting capabilities: When it comes to data analysis, you may find the built-in reporting features a little basic compared to full-service AP platforms.
Best for:
- Mid-market and enterprise organisations
- Accounting firms and financial departments that want to automate the labor-intensive processes
- Organisations that operate in industries such as manufacturing, retail, logistics, or professional services
Integrations: SAP, Sage, Xero, Intuit Quickbooks, Microsoft Dynamics 365, NetSuite
Pricing:
Based on independent research, we found that pricing starts at around $200 per month for smaller volumes and increases with the growth of your business. It depends on how many invoices you process, how much customisation you need and how it integrates with your existing infrastructure.
