The 10 Best Invoice Processing Software in 2025

Invoice management is an important task regardless of the size of your business, but it can quickly become overwhelming due to the sheer volume of invoices, varying formats, and the need for accurate tracking and timely payments. Manual processes with paper invoices are time-consuming, often leading to errors, delays, and difficulty in maintaining organized records. However, with the right invoice processing software, you can streamline invoice management, saving time and reducing errors.

This guide discusses some of the best invoice processing software you should know about, what these tools can do for you, and how to pick the right one for your business.

What Does Invoice Processing Software Do? 

Invoice processing software automates the complete invoice management workflow. These tools incorporate multiple AI-powered technologies, such as optical character recognition (OCR), natural language processing (NLP), large language models (LLMs), and machine learning. 

The result is a faster, more reliable solution that is a far better alternative to manual invoice processing. Invoice processing software saves time, gives you more accurate results, and ensures real-time visibility into your accounts payable processes. Automating the invoice approval process routes invoices according to your defined conditions, eliminating the need for manual reminders and follow-ups.

The 10 Best Invoice Processing Software in 2025

1. Astera 

Astera is an AI-powered, no-code, all-in-one data management solution. Its powerful features are designed to improve your invoice processing workflow, and its intuitive interface helps you get it up and running quickly. Pricing is tailored to your use case and is available upon request. 

Key Features: 

• Intelligent Document Processing: Astera’s adaptable intelligent document processing (IDP) component quickly recognizes and processes different kinds of documents—even with varying formats, structures, and layouts. 

• Easy Integration: Connecting Astera with your existing tools and systems is convenient, thanks to its native connectors and API support. Astera also allows you to build custom connectors for more unique data integration requirements. 

• Data Validation: Configure validation checks into the extraction process to ensure that your invoice data is error-free before it’s processed and entered into your records. 

• Drag-and-Drop Workflows: Astera makes it easy to build custom workflows according to your business rules. Use its drag-and-drop approach to simplify complex pipeline creation. 

• Rapid Automation: Astera’s AI-driven automation minimizes manual intervention. Create customized workflows to meet your needs, then let them run without the need for constant adjustments and changes.

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2. Rossum

Rossum is a cloud-native, AI-based document processing tool.

As an IDP solution, Rossum aims to simplify invoice management workflows with its self-learning algorithms and the Rossum Aurora AI engine. It features a customizable user interface and can also adapt to invoice formatting or layout changes.

However, note that the initial setup is tricky, accuracy can be a concern, and the tool struggles with documents that aren’t in English. You also need to have some coding knowledge to get the most out of it. Lastly, with pricing starting at $18,000 per year for its Starter package, you may want to look at alternatives that offer more than just IDP functionality. Rossum also offers Business, Enterprise, and Ultimate packages with various add-ons.

3. Xero

Xero is a cloud-based accounting software. It primarily targets bookkeepers and accountants but also has features for small business owners. The tool is available in Starter ($29 per month), Standard ($46 per month), and Premium ($69 per month) packages.

Xero streamlines , purchase order management, payment processing, expense claims, bank reconciliation, sales tax returns, and inventory management. It also offers dashboarding, analytics, and reporting for compliance purposes.

On the other hand, some of Xero’s features are only available as paid add-ons via third-party providers, and its advanced native features aren’t free. This can drive up the cost of use. The tool’s limited customizability and lack of phone support can also be a deal breaker if you prefer tailored solutions or direct, real-time assistance.

4. Airbase 

Airbase by Paylocity is a finance tool focused on spend management. It combines invoice processing with expense management capabilities to provide more insights and control over business spending. The tool has three default packages: Standard (for up to 200 employees), Premium (for up to 500 employees), and Enterprise (for up to 10,000 employees). Clients can also work with Airbase’s team to create custom packages. Pricing is available upon request. 

Airbase also has different modules targeting accounts payable automation, guided procurement, and corporate card management. The platform’s features include accounting automation, automatic audit trail creation, vendor management, receipt management, and spend analytics. It also offers security and fraud detection. 

However, Airbase isn’t a suitable invoice processing solution if you have a large business or if your company has a multi-entity or multi-regional structure. Invoice uploads, processing, and virtual card setup are limited to the region/entity you’re in. Additionally, Airbase can be slow, and new users struggle due to its inadequate training and support framework. 

5. Coupa 

Like Airbase, Coupa is also primarily a spend management platform, but its dedicated AP automation solution sets it apart. Coupa uses community-generated AI and has a built-in AI agent called Coupa Navi for user support and assistance. Its packages include Registered (free), Verified ($549 per year), Premium Support ($499+ per year), and Advanced ($4800 per year). 

Coupa offers multiple options for e-invoicing. You can pair invoicing with its procurement system to pre-approve spend, match invoices to purchase orders, and automate payments. Similarly, connecting invoicing with payments streamlines local and international transactions. 

On the flip side, the tool doesn’t have a very intuitive interface or a user-friendly design, which contributes to a steep learning curve. It’s also not very customizable, and you can only work with limited file types. User complaints also focus on its customer support. 

6. Rho 

Rho is a comprehensive finance platform that offers integrated banking and AP automation capabilities. Unlike its competitors, Rho is a free platform, so all users can access the same functionalities and advanced features aren’t limited to paid plans. The tool only charges a fee on foreign currency transactions and wire recalls. 

Rho offers a one-touch system for processing invoices with a dedicated inbox, vendor management, and real-time automated reconciliation. It also supports invoice automation, real-time spend tracking, and audit trail creation.  

On the other hand, Rho is newer to the market and lacks the advanced features that its more established competitors have. For example, the tool doesn’t support three-way matching, procurement, procure-to-pay, or advanced supply chain management.

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7. Melio 

Melio is a B2B bill payment platform designed to streamline accounts receivable and accounts payable functions. It supports workflow automation, cash flow management, and multiple modes of payment for flexibility. Its packages include Go (free), Core ($21.25 per month with $10 per month for each additional user), and Boost ($46.75 per month with $10 per month for each additional user). 

Melio’s features include automatic bill capture, W9 collection, automatic 1099 sync, instalment conversions, and batch processing. It also supports data entry via PC or smartphone. You can use its mobile app for payment management even when away from your workspace. Regardless of your preferred mode of payment, your vendors will receive payments how they want without having to sign up for Melio themselves. 

However, some factors to consider before you choose Melio as your invoice processing software include delayed or unprocessed payments, sluggish performance, and lack of adequate customer support. Varying transaction fees can also add it to its overall cost of use. Melio charges $20 for fast checks, at least 2.9% for credit or debit card transactions, and a $20 flat fee + 2.9% for global payments. 

8. Tungsten Automation (InvoiceAgility) 

Formerly known as Kofax, Tungsten Automation provides solutions for workflow, invoice, and document automation. InvoiceAgility, Tungsten’s invoice processing software is available in three tiers: Standard, Advanced, and Enterprise. Pricing is available upon request.

InvoiceAgility works with both physical and e-invoices, offering automated checks for accuracy and validation. It features a built-in AI assistant called Tungsten Copilot that can help with trend analysis and optimization. The tool also uses machine learning for continuous improvement, and readily integrates into major ERP systems such as Microsoft Dynamic 365, Oracle ERP, SAP ERP, and Workday.

Note that InvoiceAgility can be expensive and the interface isn’t very user-friendly. The tool also has a steep learning curve, especially when compared to other no-code invoice processing tools, and requires some coding knowledge for better performance.

9. Docsumo

Docsumo is primarily a document AI solution and supports different document types. As an invoice processing solution, it leverages its data extraction capabilities for invoice management use cases and uses OCR to scan physical invoices. It offers three packages with varying page limits: Free (100 pages at $0 per month), Growth (1000 pages at $299 per month), and Enterprise (custom page limits and pricing). 

Docsumo features a pre-trained API for invoice processing. It also offers automatic classification and splitting for documents. Once an invoice is processed, the tool can export invoice data according to predefined rules. It integrates with different CRMs, ERPs, accounting, and payroll systems. 

However, training Docsumo’s AI models can take considerable time and its categorization feature can struggle if your invoices have a lot of variability. Improperly trained AI models can lead to inaccurate results, so this may not be the right tool if you need quick implementation and setup. 

 10. Sage Intacct 

Sage Intacct is a cloud-based financial management and accounting tool. As a core accounting software, it caters to accounts receivable, accounts payable, general ledger, analysis, and multi-entity management requirements. Pricing details are available upon request. 

As invoice processing software, Sage Intacct offers AI-based automation features. It extracts invoice data automatically to create pre-populated drafts and simplifies reconciliation through auto-matched and auto-created draft transactions. You can also configure spending limits and maintain visibility and clear audit trails throughout an invoice’s lifecycle. 

User reviews indicate that Sage Intacct is expensive. It’s also loaded with features, resulting in a steep learning curve and extensive training requirements. These features can also be overkill if your business has straightforward invoice processing requirements. Lastly, any post-implementation changes to its configurations are difficult without its team’s involvement since the platform has to stay compliant.

How to Choose an Automated Invoice Processing Software 

Choosing software for invoice processing is largely about keeping your business’s unique requirements in mind. Here are a few factors and features that you should consider: 

1. Scalability 

Any software you choose needs to grow with your business instead of simply meeting your current needs. For example, if you’re anticipating business growth that can take you from a few hundred invoices a week to a few thousand, account for these projections. Your invoice processing solution should be able to handle the increased volume without performance issues. 

2. AI and Automation 

The effective use of AI and automation future-proofs invoice processing software, but it’s helpful in the present too. Features such as AI-driven data capture and automated extraction increase efficiency, helping you get more done in less time without much manual intervention.

3. Integration

Easy integration with your existing systems will save you time and effort. The more compatible a tool is with your current CRMs, ERPs, and accounting system, the less disruptive it’ll be to your workflows. You’ll get a smoother transition, and your team will have fewer new elements to get used to.

4. Ease of Use 

Intuitive interfaces can reduce onboarding time and training requirements. Even if a tool offers a lot of options and features, it should be user-friendly and make all these elements easy to understand. Complex platforms require more extensive training, which will delay implementation and affect your timelines. 

5. Customization

Offering customizable workflows is how an invoice processing solution meets you halfway instead of you having to redesign your processes. The ability to fine-tune workflows is a huge advantage that helps with usability and adds to a tool’s utility for your business.

6. Compliance

Compliance needs to be a priority, especially if you run a multi-regional business or operate in a heavily regulated sector such as manufacturing, healthcare, or finance. Regulations on invoice management aim to enhance tax reporting, decrease fraud, and maintain transparency in transactions.

7. Cost

Whether you run a startup or a well-established business, you’ll likely have a fixed budget when looking for an invoice automation tool. While some flexibility is good, the software you choose must offer your required features while aligning with your budgetary constraints. Striking this balance is important—you don’t want to pay excessively for features you won’t use or save money only to be stuck with a tool that doesn’t meet your requirements.

8. Customer Support

When you select software for invoice processing, you’ll work closely with its vendor. Following the initial setup, the software’s support team will be your first point of contact. You should be able to get support through multiple channels—such as email, live chat, and phone calls—with round-the-clock availability on at least one. Additionally, check for supplementary support resources such as comprehensive documentation or online training courses.

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Summing It Up 

In an increasingly competitive business environment, invoice processing software is more than a nice-to-have. The right tool frees your team to take on high-value, strategic tasks instead of manual data entry or other invoice-related grunt work. It also saves time, minimizes human errors, and helps create faster invoice approval and payment cycles.

Best of all, the impact of invoice processing software isn’t limited to timely payments or helping you qualify for early payment discounts. It also supports your business by ensuring compliance, improving vendor relationships, and optimizing your cash flow.

Astera’s all-in-one data management capabilities, intelligent automation, and AI-powered invoice processing set it apart from others. Discover a powerful new way of managing your invoices. Speak to our team today for more information!