4 Best Electronic Invoice Approval Software 2025

So you’re ready to ditch paper invoices and take your accounts payable process digital? Great choice!

Let’s face it; manual invoice processing costs are sky high, whether it’s duplicate payments, missed early payment discounts, or endless hours spent on data entry. If you’re here, you’re probably already frustrated with the inefficiencies and looking for a better solution.

Good news: We’ve done the legwork for you. In just 10 minutes, you’ll discover four top electronic invoice approval software options that can save your business time, money, and headaches.

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‘Must-have’ criteria for invoice approval software

Not all software is equal when it comes to streamlining an invoice approval process. We chose our four best options according to these ‘must-haves’:

• Ability to submit invoices electronically through the software, which also provides a consolidated entry point for all invoices. 
• Automatic data extraction of information on the invoices, including invoice amounts, due dates, vendor information, and line item details. This one is critically important to reduce manual data entry and human error.
• Ability to set up an approval workflow, allowing approvers to receive notifications and approve invoices for payment, through the system
• Integration with the business ERP (Enterprise Resource Planning system) which ensures seamless data transfer and synchronization
• Ability to maintain an audit trail of the activities related to the approval process, ensuring internal compliance measures are kept, and regulatory requirements are adhered to
• The ability for users to generate reports and gain insights into invoice processing metrics, helping to identify bottlenecks, delays, and opportunities for process improvement.

Here’s a quick overview of what each of the four options offers, followed by detailed information:

4 best electronic invoice approval software for 2025

How an automated invoice approval workflow process transforms your business

As you explore these software options, it’s important to reiterate why switching to an automated invoice approval workflow will benefit your business over manual processes. 

One significant advantage is the elimination of common bottlenecks, such as misplaced documents and errors caused by manual data entry. With the software driving compliance with internal policies, approvals move faster, saving time and streamlining operations.

An automated workflow also reduces operational costs by cutting down on manual labor and minimizing errors that can lead to financial discrepancies. Beyond that, it fosters stronger relationships with vendors by ensuring timely payments, which can improve trust and collaboration.

Envoice – Affordable & feature-rich

The greatest advantage of Envoice is its ability to automate pre-accounting tasks, reducing human error while providing business owners and managers with better control over the invoice approval process.

Unlike its competitors, there are no additional user fees and at $14 a month for the business subscription, Envoice offers one of the lowest fees compared with its competitors without compromising on quality or functionality.

Furthermore, Envoice has a number of other features that make this platform a powerful and affordable option for electronic invoice approval.

Outstanding features without compromising on quality

Envoice uses the latest in machine learning technology ensuring the kind of accuracy that should be the hallmark of any automation system. The benefits for your business will be:

• Integration with popular accounting software such as Quickbooks, Xero, Dage, Microsoft Dynamics 365, productivity apps, and payment system Wise.
• Smart Extract feature with 99% data extraction accuracy.
• Secure data encryption.
• Faster invoice approvals.
• Invoice submission and approval via their mobile app, keeping you on top of things, wherever you are.
• One tool for data extraction, coding, and approvals. 
• Dashboard providing an overview of different parts of the workflow, giving you total management control. 

Quick 4-step approvals process

Another great benefit of Envoice is that it reduces the automated workflow to just four steps:

The accounting system automatically takes care of receiving invoices, capturing and coding data from the documents, and matching it to purchase orders or delivery receipts, checking for inaccuracies and exceptions. This means minimal intervention by the accounts payable department until the information is reviewed and approved, cutting down invoice processing hours significantly. 

Cost: 

Envoice has two subscription packages. Essential for small businesses at $7 per company per month and Business for wide-scale pre-accounting needs at $14 per company per month. They do not have fees for additional users, but they will charge a $0.15 document fee once you go over the 30 document a month limit. 

Ok, I’m convinced. I want to sign up. 

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ProcureDesk

This is a powerful software that meets all our criteria but has two downsides compared to Envoice. Firstly, the payment of additional user fees alongside the monthly fee. Secondly, you have to purchase additional features for expense management, whereas Envoice makes this available as part of their monthly package. 

ProcureDesk gets our vote for:

• Easy-to-use accounts payable automation software
• The invoice approval software automates the entire invoice approval process 
• Set up business rules for approval routing
• Payment of vendors through Bill.com
• Secure data encryption
• Utilizing an automated matching engine for faster reconciliation of invoices with purchase orders and receipts.
• First month free if you don’t see an immediate reduction in invoice processing

Cost: 

Split into purchasing automation at $498 a month, billed annually, and a purchasing and AP automation package at $790 a month, billed annually.  This is for 10 users, with the ability to add more users at an extra cost.

Frevvo

Frevvo meets all the criteria essential for a successful invoice approval system. The user’s ability to create forms and approval workflows from drag-and-drop menus is a big benefit and since it integrates with a wide variety of productivity tools and financial applications, it can certainly help your business streamline your electronic invoice approval process. 

At number three, Frevvo gets our vote for:

• Simple workflow software with e-signatures
• Customizable workflow from a drag-and-drop menu
• Secure data encryption
• Easy to set up and adjust approver details, with a visual rules builder
• Faster invoice approvals
• Invoice approval on the mobile app

Cost: 

Frevvo does not have a package pricing model and encourages potential clients to fill in their online quotation form. 

Avidxchange

This well-known brand of accounting software provides all the sophistication you would expect from a company with 24 years of experience in the invoice automation field. A leading provider of accounts payable automation software, Avidxhange is committed to inspiring businesses to realize the true value of accounts payable and payment automation by eliminating paper invoices and paper checks.

Avidxhange gets our vote for:

• Automated invoice data extraction software and routing
• AI and Machine Learning for quick and accurate data entry
• Customizable approval workflows
• Real-time visibility into invoice status
• Powerful reporting and analytics

Cost: 

Pricing for this software is not available on their website, and prospective clients need to contact their support team or book a demo.

Steps for implementing a paperless approval invoice system

Transitioning to a paperless invoice approval system is a smart move for businesses aiming to streamline their operations, reduce costs, and improve efficiency. Here are the key steps to successfully implement such a system:

1. Assess your current workflow – Begin by reviewing your existing invoice processing system. Identify inefficiencies, bottlenecks, and areas prone to errors. 
2. Define your goals – Establish clear objectives for the transition, such as reducing processing time, minimizing costs, or improving accessibility for remote employees. Align these goals with the overall business objectives. 
3. Choose the right software – Look for a paperless invoice approval system that suits your business size, industry, and needs.
4. Prepare your team – Provide comprehensive training on how to use the software and give feedback on any concerns during the transition.
5. Automate approval workflows – Integrate automation software with your existing platforms and run a test on the system on a small scale first. Use feedback to make adjustments. 
6. Roll out your paperless system – Launch the system across your business, ensuring consistency and using data analytics to make improvements. 

A final word

In this article, we’ve given you a quick rundown of the 4 best electronic invoice approval software. We know this can be a huge decision, moving from paper invoices and manual approval processes to a fully automated system. 

For this reason, we want to give you some final reasons to make the change. We’ll be quick. 

• Efficiency and time savings – Automating the invoice approval process significantly reduces the time spent on manual tasks such as data entry, invoice matching, and routing for approvals.
• Cost reduction – By minimizing manual intervention, you can cut down on all the associated costs like labor, document storage, printing, and mailing costs.
• Error reduction – By introducing automated processes such as data extraction, you significantly reduce human error, leading to better financial reporting and more accurate business decisions.
• Improved compliance and audit trails – Electronic invoice approval software helps businesses adhere to regulatory requirements by ensuring that all invoices are processed in a consistent, transparent manner. 
• Enhanced Visibility and Control – With real-time tracking and reporting capabilities, businesses gain better insight into their financial commitments and cash flow.
• Improved vendor relationships – Prompt and accurate processing of invoices contributes to healthier vendor relationships. By ensuring that payments are made on time, businesses can avoid late fees and may even benefit from early payment discounts. 

So, why wait? Leap into electronic invoice approval and join other businesses that are enjoying the advantages of automation. Your bottom line and your team will thank you!

Make the leap to a better invoice approval system with a 14-day trial from Envoice