8 Best Accounts Payable (AP) Automation Software with AI Technology in 2025

It’s 2025, and manual finance workflows are a thing of the past—or at least they should be. Enterprises and organizations in the healthcare, financial services, logistics, and retail sectors deal with thousands of invoices daily. Considering the high volume, automation is the obvious solution to ensure efficient and streamlined operations.

However, 52% of teams are still spending over 10 hours weekly on manually processing invoices, while 60% of Accounts Payable (AP) teams are manually inputting invoices into their accounting software.

If only a solution could automate accounts payable once and for all. Oh, wait. There is. More than one, actually. So, the question isn’t whether or not organizations can automate their accounts payable; it’s which software they should choose that’s a good fit for their existing data stack and processes.

Let’s look at the best AP automation solutions on the market.

What is Accounts Payable (AP) Automation Software?

Accounts payable automation software, or AP automation software, is a technology solution to manage, handle, and pay supplier invoices while reducing the manual tasks involved in the process. Organizations with automated AP software not only save on paper and computing resources but also reduce the risk of human error and revenue loss from lost invoices. In addition, IT and accounting teams also save time when they no longer have to spend hours pulling data from fragmented sources.

For many organizations, invoice processing is a business-critical function. Manually processing invoices requires a lot of time, effort, and resources, and considering the organization’s fiscal health depends on it, why trust it to spreadsheets and papers? The fact that 50% of the invoices an average enterprise receives are still paper documents highlights the need for digital transformation in AP document management.

While accounts payable automation software solutions have typically leveraged optical character recognition (OCR) and machine learning (ML) technologies to achieve partial automation, the arrival of GenAI and AI-powered OCR have revamped AP automation altogether. GenAI is making end-to-end AP automation a possibility, and as PYMNTS reports, 78% of CFOs now believe that AI integration in AP processes is important.

The Top 8 Accounts Payable Automation Software (using AI) in 2025

The integration of AI in AP automation software solutions is quickly gaining pace, which is why this guide looks at the best solutions that offer AI-powered AP automation.

1.   Astera

Astera is an award-winning, enterprise-grade, no-code data management and document processing solution. Organizations have long relied on tools to automate invoice data extraction, but Astera Intelligence enables full accounts payable automation by leveraging AI technologies such as natural language processing (NLP), retrieval-augmented generation (RAG), and AI-driven data extraction.

Capabilities:

• Invoice Receipt & Data Capture: Astera can handle electronic invoices as well as convert paper invoices to electronic. With Astera, users can leverage B2B/EDI connections, PDF invoicing, or supplier portals to manage electronic invoices. Users can also extract and electronically store paper invoices using Astera’s AI-powered OCR technology.
• Data Matching & Workflow: Once the data is captured, invoices can be matched to receipts or purchase orders or automatically routed to the relevant stakeholders for review or approval. Once approved, the invoices are then sent to the accounting software or ERP to issue the payment. Using Astera, all of this can be orchestrated in a single, automated workflow.
• Archiving & Auditing: Once the invoices have been paid, they can be securely archived. Astera also provides audit trails, with details of all the actions and users who worked on the invoices documented for financial audit purposes. Plus, electronic invoice archival also makes searching for and finding invoices in real time easier.

Features:

• Natural Language Queries: With Astera Intelligence, users can talk to their data using natural language queries to get instant insights without the need for complex SQL or coding skills.
• RAG for Document Intelligence: Astera Intelligence also leverages RAG to power context-aware searches across all invoices. By finding contextually relevant information in seconds, AP teams can save hours and minimize errors.
• AI-Powered Unstructured Data Extraction: AP teams have to deal with invoices coming in different file types and formats. Astera’s AI-powered OCR ensures accurate and swift data extraction regardless of the changes in layouts, formats, or file types.
• End-to-end AP Automation: With Astera, AP teams only set up the AP workflows once using drag-and-drop features and natural language commands, and AI handles the rest, adapting to any changes seamlessly.

Benefits

Ratings:

5/5 (Gartner) | 4.4/5 (G2) | 8.9/10 (TrustRadius)

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1.   Sage Intacct

Sage Intacct is a cloud-based ERP solution that offers a host of core and extended features encompassing finance, HR, and accounting. AP automation is one of its core capabilities, using AI to automate bill entry and streamline financial processes.

Sage Intacct is liked for being intuitive and user-friendly and the range of features it offers accounting and finance teams. However, drawbacks such as missing or limited features and access limitations exist. Several users also point out that the solution has a steep learning curve.

Use of AI: The solution features Sage AI, which helps with AP automation, fixes errors, and automates time tracking.

Ratings:

4.4/5 (Gartner) | 4.3/5 (G2) |8.6/10 (TrustRadius)

2.   Stampli

Stampli is AP automation software that automates invoice processing, expenses, payments, vendor management, and reconciliation. The solution can be integrated with many popular ERP solutions as an add-on for AP automation. The product is known for its ease of use, customer support, and invoice streamlining.

Several users have highlighted missing features, such as a built-in payment approver and cash flow reporting, while mentioning that recurring invoices being flagged as duplicates is a nuisance. Plus, the solution doesn’t yet offer cash planning as part of its AP automation solution.

Use of AI: Stampli uses AI for line-level Purchase Order (PO) matching to streamline PO processing. The solution also offers an AI copilot that helps with AP automation.

Ratings:

4/5 (Gartner) | 4.6/5 (G2) |8.2/10 (TrustRadius)

3.   Basware AP Automation

Basware’s AP Automation solution is designed for procurement and finance teams. It leverages AI/ML technologies to automate AP tasks such as coding, matching, and invoice processing.

The solution is known for its ease of use, streamlined invoice management, and customer support during implementation. However, users have pointed out several missing features, overcomplicated functionalities, and lack of customizability as some challenges.

Use of AI: Basware uses Machine Learning (ML) to automate the coding of invoices that are not linked to a PO. The solution also claims AP automation through AI, but there’s not enough information on which AI technologies are being leveraged.

Ratings:

4.7/5 (Gartner) | 4/5 (G2) |5.4/10 (TrustRadius)

4.   Tipalti AP Automation

Tipalti, known for its mass payments solution, also offers AP automation with features such as invoice management tools, global payments, payment processing, fraud detection, and tax compliance.

The features make Tipalti a good choice for businesses looking for an AP automation solution with international payment features. The solution offers multiple international payment options, such as wire transfers, ACH transfers, and foreign checks.

While the solution offers integration with up to 70 ERP solutions, the quality and compatibility vary for each integration, so it’s recommended to vet your required integration. The solution also lacks customizability and is missing features for certain use cases.

Use of AI: Tipalti uses AI for data extraction, auto-coding invoices, and duplicate detection.

Ratings:

3/5 (Gartner) | 4.5/5 (G2) |7.9/10 (TrustRadius)

5.   Ottimate (formerly Plate IQ)

Formerly known as Plate IQ, Ottimate started out as an accounts payable solution for restaurants and is now an AP automation AI that helps “CFOs work through the entire invoice lifecycle.”

Ottimate is liked for its invoicing and payment automation, ease of use, and time savings. However, its slow invoice processing has been cited as a drawback for organizations that may require faster processing or have to make same-day payments.

Use of AI: Ottimate uses deep learning AI to auto-code invoices and to remember the organization’s AP set up to optimize spend.

Ratings:

N/A (Gartner) | 4.6/5 (G2) |4/5 (Capterra)

6.   Coupa

Coupa is a solution focused on business spend management which also offers AP automation. The solution features modules for finance, procurement, IT, and supply chain to help businesses manage their total spend from a single platform. Their AP automation solution offers automated invoicing, spend analytics and compliance features.

Users have commended Coupa’s ease of use and reporting features, as end users can customize and schedule reports with real-time data access. On the other hand, users have highlighted how even long-time clients have to pay a hefty price to be recertified every two years. Others have also pointed out a limited number of invoices per vendor and increasing complexity with new features as challenges.

Use of AI: Coupa uses AI to automate error-prone processes as well as for fraud detection and compliance. The solution also leverages AI for predictions and prescriptive recommendations.

Ratings:

4.5/5 (Gartner) | 4.2/5 (G2) |7.6/10 (TrustRadius)

7.   Medius

Medius offers a suite of finance solutions such as AP automation, procurement, expense management, and sourcing. Their AP automation solution streamlines accounts payable by automating processes such as keying, matching, and processing invoices.

The solution is praised for its ease of use, streamlined invoicing, and greater control over spend management. Users have also highlighted its reporting features as being robust. On the flip side, some users have pointed out slow processing, complexity in administration, and lack of customization as challenges.

Use of AI: Medius uses AI to automate data capture from invoices.

Ratings:

4/5 (Gartner) | 4.4/5 (G2) |7.5/10 (TrustRadius)

Streamline your Accounts Payable (AP) through automation with Astera

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8 Benefits of AP Automation Software for Enterprises and SMBs

AP automation software offers a host of benefits that make it a worthwhile investment. Apart from the obvious efficiency and cost benefits, AP automation solutions also help enterprises and SMBs improve visibility, spend management, supplier management, and fraud monitoring. Let’s look at the top benefits of accounts payable automation software for enterprises and small to mid-sized businesses (SMBs):

1.   Increased Accuracy & Operational Efficiency

According to PYMNTS, 85% of CFOs think that AP automation software leads to more efficient and accurate processes. In fact, according to a PYMNTS report, 95% of companies that have automated AP processes observed enhanced accuracy and efficiency. AP automation using AI technologies can help enterprises and SMBs streamline many of the manual tasks, which not only improves accuracy but also reduces the risk of human error. Plus, it also reduces inefficiencies and delays that are typical in manual processing, allowing businesses to swiftly process and pay invoices.

2.   Considerable Time & Cost Savings

Another huge upside of automating AP processes is the cost and time savings. PYMNTS also reports that 84% of companies that automated their AP processes noticed increased savings, cash flow, and overall growth. As discussed, manual and even partially automated processing is resource-intensive. By fully automating their AP function, organizations can speed up invoice processing and free up considerable resources for higher-order tasks.

3.   Automated Three-way Matching for Increased Visibility

AP teams use the three-way match process to match invoices, receipts, and purchase orders. The three-way match helps accounts payable verify that they’re paying for services or goods that they ordered and received. With AP automation software, this process can be done automatically to facilitate increased visibility, accurate record-keeping, and simplified auditing. Plus, it also helps with fraud prevention and maintaining an audit trail.

4.   Transparent & Improved Spend Management

Accounts payable automation software helps organizations improve spend management by streamlining workflows and expediting invoice processing, which improves cash flow management. For instance, by automatically syncing ledger accounts, pricing, electronic payments, and approvals with an organization’s accounting software and ERP system, AP automation can help reduce late fees and payment errors. AP automation also helps improve transparency and financial control by providing real-time visibility into outstanding payment statuses and invoices.

5.   Streamlined Supplier Relationship Management

By automating invoice processing and payments, an AP automation solution can help businesses improve their Supplier Relationship Management (SRM). Businesses can ensure timely payments, which is crucial when working with regular suppliers as it not only improves supplier relationships but also ensures smooth operation at all times. In fact, 74% of businesses that fully automated AP processes have reported significantly higher supplier satisfaction.

6.   Greater Scalability for Business Growth

A Stampli survey of financial leaders suggests that 71% expect the volume of invoices to be processed will increase, while 55% are seeing an increase in the complexity of invoices. Plus, for businesses looking to grow, increasing the size of their AP teams to cater to the increase in invoice volume and complexity isn’t a practical option.

AP automation software helps businesses ensure uninterrupted growth by scaling their accounts payable software as needed. Plus, with AP automation solutions that offer pay-as-you-go models, organizations can also cater to seasonal demand without overpaying.

7.   Enhanced Compliance & Fraud Monitoring

1 in 5 mid-sized firms expect AP automation software to improve the prevention of fraudulent transactions, while 58% of businesses with fully automated AP have reported easier compliance and monitoring. Organizations can enhance compliance and fraud monitoring with AP automation as it helps with setting and enforcing internal control systems to reduce errors and prevent fraud.

8.   Improved Reporting & Analytics

Better reporting and data analytics are also a benefit of AP automation software. PYMNTS reports that 53% of financial leaders believe that automating their accounts payable helps enhance data analytics capabilities, which, in turn, streamlines crucial decision-making processes.

How to Choose the Right Accounts Payable Automation Software?

The best AP automation software for an organization is one that caters to its AP needs holistically. That said, here are some factors to consider before you decide on a solution:

Use of AI Technologies

Selecting, purchasing, and implementing an AP automation software can take weeks, if not months. With AP automation solution providers steadily incorporating AI technologies into their solutions, it’s important to choose a vendor that prioritizes AI to futureproof your AP function. Technologies like NLP, RAG, and AI-powered OCR are transforming how data from invoices is extracted and leveraged for operational efficiency and better decision-making. By selecting a solution that incorporates these technologies, organizations can ensure a long-term return on their investment.

Compatibility & Integration

Integration of your AP automation solution with existing ERP systems and financial software is crucial to ensure seamless AP operations. This requires communicating with the support staff and checking the availability of relevant integrations and APIs for data exchange with third-party tools.

Learning Curve & Ease of Use

Some AP automation solutions have a steeper learning curve and may even require coding knowledge. When selecting automation software for your accounts payable team, it’s important to prioritize the expertise level of the end users.

Plus, whether or not the UI is intuitive and easy to use can also have a huge impact on day-to-day operations. The primary goal of AP automation tools is to improve efficiency and simplify invoice processing. However, a solution that is challenging to use or lacks features can create more problems than it solves.

Customer Support & User Reviews

Robust customer support is crucial for a long-term partnership with your AP automation vendor. Organizations should ensure their end users are satisfied with the level of customer support their vendors offer before, during, and after implementation. Similarly, it’s important to check user reviews to understand the solution’s upsides and drawbacks instead of just relying on the product demo and information shared by the vendor.

Customizability & Scalability

The solution should accommodate an increasing volume of invoices as your business grows. When making your decision, you should discuss the vendor’s pricing plans and tiers for future needs to avoid vendor lock-in. It’s also important to look for the ability to customize workflows, approval hierarchies, and reporting to meet your specific business requirements.

Automate your AP function with Astera Intelligence

With AI transforming the accounts payable function, selecting the right automation software is about more than just improving efficiency—it’s about setting up your organization for scalable growth, streamlined operations, and strengthened supplier relationships. AI-powered AP automation solutions are unlocking new possibilities, converting accounts payable from a back-office function to a strategic business enabler.

By selecting a solution that aligns with their current AP needs and long-term goals, organizations will be positioned to take full advantage of AI-powered AP automation, saving time and costs while ensuring accuracy and compliance.

Astera Intelligence, Astera’s new-gen AI capabilities, helps AP teams effortlessly automate their invoices using AI technologies such as NLP, RAG, and AI-powered OCR.

Astera delivers end-to-end AP automation for a tenfold increase in efficiency and accuracy while also empowering users to extract relevant insights from their invoice data within seconds.

Book a demo today to see Astera in action.