10 Best Automated invoice processing software in 2025
The pace and precision at which an account payable department works is a critical factor for success against the competition. Discover which automated invoice processing software is the most suitable or get left behind.
Introduction
As technology strikes into a new era of making business, accounting teams that do not leverage automated invoice processing software are going to be left behind.
Several studies (like a 2024 one from SAP Concur) show that businesses are reducing manual entry of invoices in their accounting systems – 60% as of 2024, dropped from 85% YoY – demonstrating that the pace and precision at which an account payable department works is a determining factor for success against the competition.
In our effort to help AP teams and CFOs minimize their workload, we examined several software providers equipped with a key component for financial tasks: automated invoice processing.
In our thorough research, we didn’t just look for the biggest brands, but based our analysis on actual customer feedback, price and on a compound of pros and cons within their features.
Table of content
- Invoice processing automation: what it is and how it streamlines accounting tasks
- Fast comparison - Automated invoice processing software overview
- In-depth comparison for automatic invoice processing
- Procys
- Zoho Books
- Holded
- Microsoft Business Central
- SAP Concur
- FreshBooks
- Salesforce Billing
- NetSuite
- Exact
- QuickBooks
- Make the best choice for invoice processing automation
- Conclusion
Invoice processing automation: what it is and how it streamlines accounting tasks
Invoice processing automation isn't just about digitizing paper invoices, but streamlining the entire invoice processing workflow, with the goals of eliminating manual data entry, reducing errors, and accelerating invoice approvals.
Thus, modern tools that respect the advancements in AI allow us to reduce manual intervention to minimize errors, while adapting to the business specifics, and ensuring compliance with financial regulations.
When choosing automated invoice processing software, we must think of the end-to-end automation of the invoice lifecycle, from data capture and validation to approval workflows and payment reconciliation.
In short, automating invoice processing help us to:
- Reduce human error through intelligent data capture
- Save time with faster invoice approval workflows
- Improve cash flow management with real-time tracking
- Ensure compliance with tax regulations
- Seamlessly integrate with existing ERP, CRM, and accounting tools
- Maintain data and processes secure
Fast comparison - Automated invoice processing software overview
*Good to know: Procys offers a variety of free tools, including a free account registration that lets you test out the invoice automation function.
This breakdown takes into consideration popular online reviews platforms, like G2, Reddit and the Gartner suite (Capterra, Software Advice, Getapp), other than our hand-on expertise on the subject.
We crafted this list leveraging the knowledge of software engineers, IT experts, and finance managers with decades of experience.
This software evaluation takes into consideration critical, technical characteristics, with the best interest of accounting teams in mind, and doesn’t aim to discredit any of the mentioned software providers.
In-depth comparison for automatic invoice processing
1 – Procys
Procys is an AI-driven invoice processing automation tool, designed to streamline document management for businesses of all sizes.
Its proprietary machine learning algorithms ensure high accuracy in data extraction, with a particular focus on reducing manual errors for finance and AP teams.
Key Features
- Automated data extraction from invoices (also powered by OCR)
- Invoice validation
- Approval workflows (routing invoices to relevant stakeholders)
- Real-time tracking of invoice status
- Integration with almost any ERPs, CRM, and payment systems
Pricing
Starting at 9,99€ for freelancers and small businesses up to Enterprise-level custom plans.
Ideal for
Small to big finance teams and small-medium businesses, as well as accounting firms, and enterprises handling large volumes of invoices
Integration and support
If there is business software, most likely Procys integrates with it. The list includes popular CRMs and ERPs, as well as vertical applications for a variety of financial and product management tasks.
The full integration list is available at this page.
Procys includes high quality and reliable 24h customer support, plus an assistance service for all its integrable software, may or may not be for invoice processing automation.
2 – Zoho Books
Zoho Books is the online accounting software of Zoho CRM suite, designed to manage finances, automate business workflows, and help with cross-department tasks that connect finance with other teams.
Thanks to its cloud-based structure, Zoho Books can offer some fluid integrations beyond its ecosystem, although it’s often considered limited for mid-large businesses.
Key features
- Automated invoicing and payment reminders
- Expense tracking and project billing
- Integration with the Zoho ecosystem
Pricing
Free plan available; tiered, accessible pricing based on features, from 12€ to 36€ per month.
Ideal for
Ideal for SMBs and freelancers.
Integration and support
It integrates with Zoho apps and other third-party tools and offers well-distributed customer support.
Positive reviews
Users appreciate Zoho Books for its professional design and extensive customization options, including customized access and comprehensive features like Purchase Order use and approval.
Negative reviews
Some users find that Zoho Books may have a steeper learning curve due to its extensive features, which can be overwhelming for small businesses or freelancers seeking simplicity.
3 – Holded
Holded is a cloud-based business management software that offers invoicing, accounting, CRM, and project management tools.
It provides comprehensive solutions for accounting via their user-friendly dashboard.
Key features
- Smart invoicing automation
- Integrated accounting and financial tracking
- CRM and project management features
Pricing
Widely ranged, starting at 29€ per month (not counting promos), depending on the business dimension; it has a free trial but not a free plan.
Ideal for
Startups and small businesses, medium-sized companies, accounting offices.
Integration and support
Integrates with several accounting tools and CRMs and offers chat-based customer support (whilst premium support is available for high-tier plans only).
Positive reviews
Users commend Holded for its intuitive user interface and comprehensive suite of business management tools, which streamline operations for small and medium-sized enterprises.
Negative reviews
Some users report that Holded's advanced features require higher-tier plans, which may not be cost-effective for very small businesses or startups.
4 – Microsoft Business Central
Microsoft Business Central is a comprehensive ERP solution with robust financial management features, including invoice processing automation.
Although users might have some initial frictions due to the complexity and variety of Microsoft ecosystem, it is probably a good-match for medium-large businesses that are faithful to the brand.
Key features
- Full ERP capabilities
- Real-time financial insights
- Strong integration with Microsoft ecosystem
Pricing
Business Central is a high-tier product with plans starting at 70$ per user, per month (for European countries, the price is often quoted upon consultation).
Ideal for
Medium-large corporations with complex financial processes.
Integration and support
Native integration with Microsoft tools and with Microsoft’s plug-in library, plus some customizable integrations with third-party tools; It has a well-distributed support network across various channels and a large community.
Positive reviews
Users praise Microsoft Business Central for its robust integration capabilities within the Microsoft ecosystem, providing seamless connectivity with other Microsoft products.
Negative reviews
Some users find the setup process complex and note that the system can be overwhelming for small businesses due to its extensive features.
5 – SAP Concur
SAP is one of the most famous CRM and ERP in the game, with profound solutions that might be more suitable for medium-large enterprises.
Its robust expense management tool offers invoice automation capabilities, to capture, process and pay vendors automatically, making it a core part of their account payable system.
Key features
- Expense and invoice management
- Policy compliance tools
- Advanced reporting and analytics
Pricing
Via consultation, with enterprise-level pricing plans (although some old conversations in Reddit expose an average of about 2.5$ per transaction). However, SAP offers a free trial.
Ideal for
Enterprises and large corporations.
Integration and support
Extensive ERP integrations and a dedicated enterprise support.
Positive reviews
Users appreciate SAP Concur for its comprehensive expense management features, particularly its ability to integrate travel bookings and automate expense reporting.
Negative reviews
Some users mention that the user interface can be unintuitive, leading to a steeper learning curve and occasional difficulties in navigation.
6 – FreshBooks
FreshBooks is a popular accounting solution for micro and small businesses looking for a low-cost solution, automation features for invoicing.
The platform offers a hand-on, subscription-based solution for account payable roles, although medium and large businesses might want to explore more comprehensive solutions.
Key features
- Recurring billing
- Expense tracking
- Time tracking for billable hours
Pricing
Low cost, with tiered subscription plans starting at 15€ per month (if not purchased with a promo). They offer a free trial too.
Ideal for
Freelancers and small businesses.
Integration and support
It integrates with some major CRMs and automation tools, like Hubspot and Zapier, and offers a proprietary API. The customer support is available via chat, email or phone.
Positive reviews
Users highlight FreshBooks for its user-friendly interface and excellent customer service, making it a popular choice among freelancers and small businesses.
Negative reviews
Some users feel that FreshBooks lacks advanced accounting features needed for larger businesses, limiting its scalability.
7 – Salesforce Billing
Salesforce is one of the most popular CRM on the market, and Salesforce Billing extends Salesforce CPQ (Configure, Price, Quote) to automate billing, payments, and revenue management.
This is one component of an enormous ecosystem, often more suitable for enterprises looking to invest in more complex automated infrastructure, with longer implementation times.
Key features
- Automated invoicing and recurring billing
- Integration with Salesforce CRM
- Comprehensive revenue management
Pricing
It has a free trial and two main plans with custom pricing, although it may become more convenient if bought in a bundle.
Ideal for
Large enterprises and businesses trained to use Salesforce CRM
Integration and support
Deep integration with Salesforce; strong customer support network
Positive reviews
Users value Salesforce Billing for its deep integration with the Salesforce ecosystem, enabling streamlined billing processes and comprehensive customer relationship management.
Negative reviews
Some users find that Salesforce Billing can be complex to configure and may require significant customization to meet specific business needs.
8 – NetSuite
Oracle NetSuite is a cloud-based ERP system that offers comprehensive financial management and invoice automation features.
As part of a very large ecosystem, NetSuite is often used as both an external application for accounting practitioners and as an extension of bigger automated infrastructures.
Key features
- End-to-end financial management
- Automated billing and invoicing
- Real-time analytics and reporting
Pricing
Custom pricing, generally high as per their service scope. Free trials are accessible via third parties providers.
Ideal for
Medium to large enterprises.
Integration and support
Strong ERP integrations, especially with (but not limited to) the Oracle ecosystem. They offer comprehensive customer support.
Positive reviews
Users commend NetSuite for its comprehensive cloud-based business management suite, offering a unified platform for ERP, CRM, financial management, and e-commerce.
Negative reviews
Some users note that NetSuite's extensive features can result in a steep learning curve, and the system may be cost-prohibitive for smaller businesses.
9 – Exact
Exact is a cloud-based accounting solution focused on automating financial processes and improving business efficiency for small businesses.
Key features
- Automated invoicing and financial tracking
- Real-time reporting
- Compliance management
Pricing
Subscription-based pricing, starting at 25£ monthly, up to 91£ for higher tiers. They offer a 30-days free trial
Ideal for
Small businesses looking for efficient accounting solutions.
Integration and support
It integrates with several marketing tools, ERP and CRM systems via their Add-on app-store. Their customer support is reachable 24/7.
Positive reviews
Users appreciate Exact Accounting for its robust financial management capabilities and industry-specific solutions, catering to various business needs.
Negative reviews
Some users report that the user interface can be outdated, and the system may require additional customization to fully align with specific business processes.
10 – QuickBooks
A leading accounting software that offers invoice automation features as part of its suite.
Key features
- Automated invoicing and payment reminders
- Expense tracking and reporting
- Strong financial reporting tools
Pricing
Subscription-based, from 19€ to 70€, with a free trial offered.
Ideal for
Small to mid-sized businesses
Integration and support
Integrates with various business apps, vendors and payment providers. They offer standard customer support, premium support for higher tiers and extensive help resources.
Positive reviews
Users praise QuickBooks for its customizable invoicing and extensive reporting features, making it a versatile tool for small businesses.
Negative reviews
Some users express concerns about customer support responsiveness and note that certain advanced features may require additional fees.
Make the best choice for invoice processing automation
Choosing the big names in the game can be a double-edged sword: while famous software built by big corporations look trustworthy, many of these platforms might also work in silos.
This means that:
a. The suite often has a high learning curve, sometimes without a smooth implementation
b. The customer support might not be easy to reach or deal with
This is why small and medium businesses usually go for more flexible and tailored solutions, seeking:
- A rigorous, yet understandable setup that matches business characteristics
- Quick and easy implementation, merging with existing processes
- Scalable features, for when the the workload raise but the headcount doesn’t
Automating invoice processing – Key features
When choosing an automated invoice processing software, it’s important to consider these features:
- AI-powered OCR (Optical Character Recognition) for accurate data extraction
- Seamless integrations with ERP and accounting systems
- Invoice validation and verification
- Customizable approval workflows
- Real-time analytics and reporting
- Robust security measures to protect sensitive financial data
- Scalability to accommodate growing business needs
Conclusion
Invoice processing automation is no longer a luxury, but a necessity for businesses aiming to improve efficiency and reduce costs.
AI-driven, powerful automation platforms like Procys offer advanced integrations and proprietary machine learning models: while this offers great flexibility and customization, it also suggests that setting up more complex workflows may require time, especially when transitioning from manual processes or simpler systems.
With this guide, you can confidently choose the software that best fits your organization's needs to extract and process invoice data automatically.
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