7 Best AP automation software In India for 2024

Volopay is an all-in-one solution for businesses to manage their finances. Offering products such as business accounts, multi-currency wallets, corporate cards, accounts payable automation, and accounting integrations, businesses will be able to streamline and centralize several processes.

The finance team is guaranteed to have an easier time with Volopay. What makes Volopay the best AP automation software is that every step of the process can be performed through the system, allowing businesses to ensure that the flow from step to step remains smooth.

It is also easy to search through all documents and AP-related information, eliminating the risk of data silos. Modern businesses looking to shorten the time taken to process invoices can make use of Volopay. There’s no need to worry about payment delays.

● Features

Volopay’s automated approval workflows allow businesses to eliminate delays and shorten invoice turnaround time. Replace the need to chase for signatures from desk to desk with automatic routing and notifications whenever an invoice that requires approval comes in.

Get built-in payment authorization and processing to replace manual payments. Volopay users can utilize domestic transfer, international remittance, and physical or virtual corporate card features.

Easy accounting integrations and direct sync will make bookkeeping simpler to do.

● Limitations

While Volopay has a built-in ledger for transactions made on the platform, it is not an accounting software suite. Businesses will have to enlist help from the customer support team to set up integration with the software they use. 

Invoice payments that are not made on the Volopay platform will not be automatically logged and must be manually inputted into the system.

● Target users 

Volopay is for modern businesses that are looking to streamline their accounts payable management easily. 

It is useful for those who want to perform the accounts payable process from end to end on a single platform. Businesses looking for multiple easy payment methods can utilize Volopay’s bill pay and corporate card features.

Zoho is a cloud software suite that many businesses in India use to automate a number of processes, such as expense management, accounting, travel, and more. Its accounting system Zoho Books has plenty of features to help businesses streamline their accounts payable processes.

Given that accounts payable is a key aspect that is deeply connected with accounting, it comes as no surprise that Zoho Books can streamline administrative AP tasks. With the right setup, the AP team can easily manage vendors and automate transaction records. Customizable reporting options are also available.

Businesses can get started with Zoho Books for free, which allows them to get a more hands-on experience on the platform first before committing to a paid plan if necessary. 

● Features 

There’s no need to spend countless hours formatting and putting together reports manually. Zoho Books offers automated report generation in several formats. Get reports automatically emailed in PDF, CSV, or XLS.

Zoho Books can be easily integrated with other systems within the Zoho suite. Businesses that use multiple Zoho products can take advantage of this.

Manage invoices and bills from vendors and get automatic notifications. Vendors can use a portal to send invoices directly.

● Limitations

While Zoho Books is a great platform for accounting, it is not built with accounts payable management specifically in mind. It lacks features that other AP automation software providers offer, including a more comprehensive vendor management network.

Because Zoho is a comprehensive software suite on its own, it has fewer integration options than other platforms of its type.

There is a monthly transaction cap of 5,000, which could be a problem for bigger enterprises.

● Target users

Thanks to its free plan, Zoho Books is easy to use for smaller businesses on a budget. 

Those without a dedicated AP team will also find Zoho Books helpful to save time and labor costs.

Zoho Books is not recommended for businesses with over 5,000 transactions per year due to its transaction cap.

Netsuite is an incredibly comprehensive platform for accounting that includes enterprise resource planning (ERP) capabilities, allowing businesses to manage a number of processes with ease. At present, it is a household name that has proven to be reputable and trustworthy.

There is no shortage of businesses that use Netsuite to manage their processes, including the accounts payable management process. It goes without saying that financial data and management can be taken care of by Netsuite.

Netsuite is also considered one of the best AP automation software providers due to the scope of the platform. The accounts payable team will be able to easily work in tandem with other departments to encourage collaboration. 

With features like optical character recognition (OCR) and a vendor portal, Netsuite is a solid choice of AP software.

● Features

Companies can save time using Netsuite’s invoice capture features. OCR technology and artificial intelligence (AI) allow invoice data to be automatically captured just by scanning the invoice.

View and manage invoices on a single platform. Information on paid and unpaid invoices is easily accessible through Netsuite.

Get automated invoice approvals and payments. Netsuite offers built-in approval workflows and payment scheduling features.

● Limitations 

Due to Netsuite’s complexities, there is a steep learning curve involved. Businesses will have to spend a lot of time on training to ensure employees are comfortable with using the platform.

In the same vein, Netsuite has a higher price point than most of its competitors because of the sheer size of the platform. It could be a little too expensive for non-enterprise businesses.

Implementing the software could take a long time, up to over a year in full.

● Target users

Netsuite is best suited for larger businesses and enterprises due to its comprehensiveness.

Businesses that have more resources will have an easier time during training and be able to make use of more of Netsuite’s features.

Marketing itself as an AP automation and invoice management tool, Stampli is undoubtedly designed with these processes in mind. Its goal is to help businesses streamline their documentation, communication, and workflows, centralizing all of the above by utilizing a single platform to perform most if not all accounts payable tasks. 

With Stampli’s AP software, the team will get automatic notifications of invoice requests, rejections, and approvals. Invoices close to their due or already overdue can also be alerted. Businesses will have an easier time ensuring that all payments are made on time this way.

Stampli boasts features such as effortless 3-way invoice matching, vendor management, and built-in analytics and reporting on top of its invoice processing capabilities. This allows businesses to complete the process from end to end.

● Features 

Stampli offers features to automate the entire invoice process, starting from invoice capturing all the way to payments. Approval workflows can also be automated.

Get better insights into the organization’s accounts payable using Stampli’s built-in analytics and reporting features. Businesses can identify spending patterns, invoice turnover times, employee productivity, and more.

Ensure that an audit trail is ready using Stampli’s one-click access feature, allowing all conversations and AP activities to be easily viewed.

● Limitations

Many users agree that Stampli’s tracking and search functions could use improvements, as it could be a bit complicated to use.

The built-in Stampli payment methods can also be difficult to track and slow at times, requiring some manual checking on whether a payment has been received by a vendor.

Keep in mind that some users have reported technical issues while using the platform.

● Target users 

Businesses across multiple sectors can take advantage of Stampli.

Considering that its pricing will depend on the business size, Stampli can be used by businesses of all sizes. Ideally, businesses with 50 to 5,000 employees will be able to use it effectively.

Tipalti is one of the best AP automation software suites in the market, designed to improve any organization’s efficiency when it comes to accounts payable. It can help businesses automate as many processes as possible, tackling traditionally manual AP tasks and streamlining them from end to end. 

Simplify AP-related communication by using this platform. Businesses will be able to easily onboard vendors, suppliers, and partners using Tipalti’s self-service portal. There won’t be any more need for long discussions on emails without resolutions.

Everyone can be on the same page and get access to all the necessary information to perform the AP process smoothly. With its automated invoice capture and matching capabilities, the turnaround time for processing invoices can be cut back by half. 

● Features

Get a supplier self-service portal to streamline supplier management with Tipalti. This provides better visibility for all parties involved in the process.

OCR technology allows businesses to automatically capture invoice data. Pair this with Tipalti’s automated two or three-way matching feature.

Integrate Tipalti with other platforms such as an ERP system to simplify payment reconciliation. Reduce the need to perform payment reconciliation manually.

● Limitations

Tipalti can be overwhelming and complicated to set up due to the number of features it has. Setting up integrations, for example, may require some trial and error.

Similarly, businesses may require more time to complete training sessions to equip all employees with the necessary knowledge.

The payment processing feature could use some updates.

● Target users

Tipalti can be used by most companies but is best suited for mid-sized businesses. Companies in sectors such as e-commerce, video gaming, manufacturing, healthcare, financial services, and more can benefit from Tipalti.

It is often used by companies with an employee size of around 50 to 200.

As a cloud-based accounting and financial management software suite, Sage Intacct allows businesses to easily scale and grow while maintaining their accuracy, efficiency, and data visibility.

While it offers a number of features for many different business processes, such as accounts receivable and cash management, Sage Intacct can also be one of the best AP automation software providers. 

Sage Intacct has built-in dashboards that businesses can use to easily view transactions, patterns, and reports. Pairing that with automation features that speed up the cycle will not only provide better visibility but also cut back hundreds of hours of tedious manual work. 

Categorize vendors, gain transaction insights, automate approvals, and manage the accounts payable process from end to end as the business grows with Sage Intacct.

● Features

Sage Intacct allows businesses to automate approval workflows and simplify the implementation of internal controls, with built-in customizable control options available on the platform.

Real-time updates and reports can help improve the AP process’ visibility. Ensure that payments are all made on time and regularly track them with ease.

Expenses can be attributed to specific locations, entities, or departments. This improves expense tracking precision and helps with identifying spending patterns.

● Limitations

Some users have reported that it takes some time to get used to the platform. While Sage Intacct is helpful for businesses looking to scale, it is also not the most user-friendly platform for beginners.

Report writing can be complex with Sage Intacct. Even with automation, it could still take a little longer compared to using other tools of its nature.

Given its complexities, businesses may need to often get in touch with the support team.

● Target users

Sage Intacct is better suited for businesses in the rapid growth stage. This is due to its comprehensiveness but higher price point.

Generally, companies that use Sage Intacct have at least 20 employees.

Kissflow’s overall unique selling point is that it’s a low-code platform that allows businesses to build applications and workflows without having to get too technical.

However, with its Procurement Cloud solution, Kissflow can also be one of the best AP automation software suites for businesses of all sizes and industries due to its customization capabilities. 

Kissflow’s Procurement Cloud platform helps businesses perform the procure-to-pay process from end to end. With features like supplier management, invoice automation, spend tracking and analysis, and integrations, accounts payable management is much easier. 

Thanks to its low-code capabilities, Kissflow should prove to be easily customizable. Each stage of the accounts payable process can be fully customized according to the company’s needs and policies. 

● Features

Kissflow can automatically route invoices to the right approval workflows. Depending on the amount on the invoice, a different team member may have to review it.

Get real-time information updates summarized on Kissflow’s dashboard. This information is presented to the user in a way that is easy to comprehend.

Design AP workflows according to the organization’s policies. These are easily customizable.

● Limitations 

Kissflow is not always the most intuitive platform and can be tough to relearn after major updates. Businesses may have to rely on the support team a lot.

The bigger the organization is, the harder it may get to justify the pricing plan.

Kissflow’s integrations can sometimes lack smoothness. Users have reported having to get in touch with the support team to ensure it works as intended, too.

● Target users

Kissflow has customers from many different industries, but the information technology and services sector is one of its biggest user bases.

It can be used by businesses of all sizes, but the majority of its users have over 10 employees.

Given that the accounts payable process traditionally involves a lot of manual administrative tasks that are labor intensive, using the best AP automation software will help reduce hiring and training costs.

While most software suites will incur a fee, they are still significantly cheaper, especially in the long run. This is especially true for businesses that are growing rapidly. With more invoices and AP data to manage, costs will only increase. Scaling with AP software is much cheaper.

Manual accounts payable processes are time-consuming. From invoice processing to record keeping, it can be difficult for businesses to manage everything efficiently and promptly as more invoices keep pouring in.

With an AP automation software suite, the accounts payable team will be able to save time, especially on administrative tasks such as data entry. The team will be able to redirect their time and efforts toward other tasks that require more attention.

The best AP automation software providers enable businesses to do multiple accounts payable procedures on the same platform. Centralizing the team’s work and pooling all data in one place will make it easier to create an audit trail.

When audit seasons arrive, employees won’t have to stress about searching for all the right information to put together an audit trail. Everything is already recorded and easily searchable to ensure smooth audits.

Transparency is important for all business processes. However, improving the transparency of accounts payable data can be a hassle. Executives and upper management will have to closely monitor the process and ensure that all accounts payable records are updated as soon as possible.

Using AP automation software will help businesses automatically update records in real time as soon as an invoice is received. Data centralization also contributes to better transparency.

There are situations where it is a good idea to minimize human interventions in a particular task. Data entry and recording are some good examples, as doing these processes manually often leads to human errors.

With the help of the best AP automation software, businesses can eliminate these steps. This improves the overall accuracy of the accounts payable process. There are fewer risks of mistakes such as typos, miscalculations, and accidental repetition.

Given the number of steps involved in the accounts payable process, it’s no surprise that many businesses are looking for ways to streamline it. One of the best solutions remains AP automation software. 

Rather than going through paper invoices or chasing approvers from desk to desk, the best AP automation software enables companies to do everything on a single platform. Not only are AP tasks faster to do, but there is also less noise when everything is organized.

One major concern that businesses have regarding their AP process is overspending. This is often caused by a lack of visibility and control over expenses. The best AP automation software can ensure that this doesn’t happen.

By offering features that increase the visibility of how, when, and why a company’s funds are used, businesses have nothing to worry about. Built-in requests and approval workflows also help in exercising tighter control over expenses.

Having all accounts payable data on a single platform helps promote better transparency. As a result, it’s easier to detect fraud attempts or invoices that simply look odd.

With the help of features that automatically flag suspicious activities, the AP team may not even need to comb through every single invoice.

The system can automatically flag suspicious invoices and notify users. Invoices also have to pass the built-in approval workflows before they are processed for payment.

So much of the accounts payable management process is closely tied to invoice management. From receiving an invoice all the way through its payment, every step is crucial in ensuring that all short-term debts are managed accordingly. 

This is why invoice automation is a key feature for any business looking to get the best AP automation software. Automating tasks such as data capture, invoice validation, and document management will save so much time.

A major cause of delays in the accounts payable process is approvals. Traditionally, employees are required to go from desk to desk to chase after the rightful approvers’ signatures. 

Modern accounts payable no longer have to look like that. Businesses should look into the best AP automation software for approval workflows. With the right features, each invoice and payment request can be automatically routed through its appropriate workflow. It also makes multi-level approvals easier.

It’s wise for businesses to ensure that all incoming invoices match their corresponding purchase order and delivery receipt documents. However, this process is notoriously tedious and time-consuming, especially when performed manually. 

This is why it’s important to look for AP software that offers automated document matching. The system should be able to scan and read an invoice, fetch its corresponding purchase order and delivery receipt, and perform the match process. Any inconsistencies will be automatically flagged.

The best AP automation software will offer built-in payment methods to simplify the accounts payable process from end to end. While it is possible for businesses to make payments elsewhere, it’s much easier to pay directly from the platform. This eliminates the need for manual records.

Try to look for platforms that offer electronic transfers to easily pay bills. Once an invoice has been processed, it can be automatically sent for payment authorization and creation.

Accurately recording and reporting cash disbursements are equally as important as settling these disbursements on time. Luckily, plenty of AP automation software providers offer this feature, which is key for any business.

Cash disbursement reports are also useful for future forecasts and decision-making. With the best AP automation software, businesses will be able to automate disbursement reporting so that executives and higher management can get the best data and spend more time on decision-making.

Any sort of manual data entry is a hassle, particularly for big businesses or businesses that are rapidly expanding and dealing with hundreds of invoices and transactions each month. For this reason, automatic general ledger (GL) posting is invaluable. 

Try to look for a software provider that will automatically post transactions to the general ledger. This way, it’s easy to maintain that no transaction gets missed. Accurate records will be easier than ever.

The best accounts payable automation software keeps control over your company’s invoicing lifecycle. As it simplifies the invoice approval process, automates the billing process of your business, and maintains efficient cash disbursement reports.

It is clear that the best accounts payable software has a strong influence over the invoicing lifecycle of your business. Apart from these, the best accounts payable software also plays a major part in GL posting. 

Most modern businesses will already have a digital accounting system to make bookkeeping easy. To ensure there is a smooth and accurate data flow, consider picking an AP software suite with integration capabilities.

The best AP automation software is one that offers integrations with the accounting software already in use by the business. Businesses that don’t have accounting software yet should look into it while employing an AP automation solution with integrations.

Suggested read: Why AP automation for automotive industry is crucial?

It’s imperative for any business looking to implement the best AP automation software to first review what the existing accounts payable process looks like. This will help identify what the pain points are. 

Knowing how the AP team manages short-term debts and invoices is also key to understanding what needs to be done. It gives everyone a clearer picture of what exactly the AP process consists of. Researching AP software is easier with this knowledge.

While the AP process has key steps that most, if not all, businesses will share, every business will also have its own variation of how things are done. This is why it’s so important to review what the current process looks like within the organization. 

When going through the list of bottlenecks to tackle, note the exact requirements for any particular pain point. This list will vary from business to business.

Convincing every concerned personnel within the organization to make changes to the existing accounts payable process may not always be an easy task. Upper management and executives will want to know the benefits of AP automation software.

Create a wireframe and put together a pitch deck to explain how the best AP automation software can help streamline the process. Elaborating on the implementation plan is also a good idea.

Implementing accounts payable automation requires a couple of different teams to work together. It’s also important to let stakeholders know what the plan is. When outlining and proposing this plan, it’s a good idea to involve as many stakeholders as possible. Ideally, all stakeholders should be involved. 

Different stages of the best AP automation software implementation plan may also include different personnel. It’s good to have feedback on the proposed plan from everyone involved.

Once the plan is ready and everyone approves of it, it’s time to choose a software provider. Don’t just choose the first provider that shows up. Maintain a research process and list potentially suitable providers based on the requirements list from the early stages. 

Make an accounts payable automation software comparison table to see where each provider stands out. It’s much easier to conclude which provider is the best for the business with everything thoroughly considered.

The best AP automation software for a particular organization is one that can be customized to suit the business needs. When speaking to a provider about implementing a software suite that it offers, make sure to ask about its customization features.

Once the onboarding process is completed, take the time to go through all the different features. Set them up according to the company’s needs and customize them to help streamline existing processes.

One of the most important things to do before the AP software can be implemented for day-to-day accounts payable processes is training. Employees must first get to know the platform and understand how to use it to streamline existing workflows.

It is also key to test out the platform before doing things such as vendor migration, invoice capture, and many more. Ensuring that it all works as required helps to get a smoother implementation process.

After staff have been trained and are deemed well-equipped to use the AP automation platform, company-wide implementation can begin. However, these must be done in smaller steps. 

Break down the implementation process to not overwhelm employees. It also helps to see how the system is being used with a smaller sample size first. For example, using it for a particular purchase type first will allow employees to get used to it before expanding its usage.

Getting familiar with an AP automation software suite will require employees to spend a little bit of time with it. Make sure to put aside time, especially in the beginning, to host training sessions to get employees used to the software. 

It should be a priority to give all the accounts payable employees in an organization the training necessary to use the AP software. Prioritizing training over quick implementation will produce the best AP automation software results.

Similar to the AP management process, the broader accounting operations will also benefit from automation. To automate as many tasks as possible, it is recommended that businesses shift to paperless accounting.

There are plenty of modern accounting software suites to choose from. Take a look at what features some of these providers offer and consider using one. This will help in keeping your books up to date without the hassle.

The best AP automation software for a business may differ from another business. However, it is easier for any company to use a platform that offers customization options. This allows the organization to adjust each feature as the team sees fit. 

Make sure to take into account the current state of the business. Instead of having to change workflows in their entirety, the AP team can customize the software to suit existing processes.

There will be necessary adjustments in the company accounts payable policies to include clear guidelines and expectations on AP automation. These changes must be made to ensure that the AP automation software can perform with a proper procedure in place.

Having a clear policy can be the difference between a streamlined and a messy accounts payable process. Brainstorm with all concerned stakeholders on what are the best policies to smoothly use the tool.

It’s important to set goals when implementing a new tool, such as AP software, within the organization. This will help to determine whether or not the team has the best AP automation software for its intended purpose. Metrics such as invoice turnover time, for example, should be measured accordingly.

There are several different metrics that a company should use to measure performance. These key metrics, or performance indicators, should be monitored and reviewed regularly.

AP automation tools are meant to help businesses streamline their processes and achieve their goals faster. When implementing automation, it’s important to keep business goals in mind and use them as a guideline for how to move forward with the automation tools.

This will not only ensure that these goals will be achieved faster but also avoid confusion amongst staff members. The usage of the best AP automation software for a business should be in line with existing priorities.

A typical and traditional invoice approval workflow will require plenty of time and effort, which is why many businesses look for AP automation software suites to minimize the hassle. 

The goal of making an accounts payable automation software comparison list is to find which platform can help streamline workflows the best. Use tools that allow the accounts payable team to automate approvals. Rather than chasing after signatures, approvers can be automatically notified when a request comes in.

Businesses with foreign vendors don’t have to stress over how to process their invoices. With international remittance built into the platform, you can get low FX rates to make payments to your foreign vendors. There’s no need to go through all the hassle of going to a bank branch when all you need is a few clicks.

The best AP automation software for your business must have robust invoice management features. Streamline the invoice management process with Volopay. From automatic invoice data capture to organized vendor management, you’ll be able to cut your invoice processing time to half of what it was. Centralize all your invoices with ease.

Volopay understands the importance and benefits of syncing and integrating its AP automation software with other systems, including accounting software suites.

This is why Volopay users will be able to smoothly integrate the platform with other existing systems already in use. Set up direct sync for your accounting software in just a few clicks.

Get built-in payment controls to ensure that you’re not overspending on your accounts payable. The Volopay system allows you to automatically flag any suspicious activities that are not policy-compliant.

Payment requests above a certain amount will also be routed through the appropriate approval workflows, which can have multiple levels.

Electronic bank transfers aren’t the only popular payment method for modern accounts payable. That’s why Volopay offers corporate cards to help with managing all kinds of vendor purchases.

Subscriptions, for example, can be managed by generating an unlimited number of virtual cards and assigning each one to a particular subscription.

Leverage AI technology to make the accounts payable process easy. Allow your business to optimize your spending without spending too much time on manual work.

Volopay will pore through all the information available to help you make a decision. Automation technology makes it easy to engage with suppliers for repeat purchases and payments.