Vendor Bills & Expenses
Collect vendor invoices and employee expenses through email, WhatsApp, RFI links, uploads or manual entry.
Manage the Complete Accounts Payable Cycle
Automate Vendor Bills and Expenses
Bring vendor invoices and employee expenses into one organized system instead of collecting them across inboxes, chats and spreadsheets. Vendors can submit bills through connected email addresses, WhatsApp, or secure RFI links, while your team can upload documents, add expenses manually or process them in bulk. Every payable starts with the right document and business context.
Scanning Invoice Data with AI
Reduce repetitive data entry by using AI to read vendor bills and expense documents. Refrens can capture key invoice details and help assign the correct vendor, expense category, ledger, GST and TDS information based on your configuration. Finance teams can review the extracted data before processing, improving consistency without losing control over the final record.
Automate Multi-Level Approvals
Send each vendor invoice or employee expense through the approval process your business requires. Create multiple approval stages, define routing rules using factors such as amount, vendor, department or expense category, and capture approval or rejection remarks. Automated reminders and escalations keep reviews moving, while Activity History records who acted, what changed and when.
Track and Record Vendor Payments
Keep upcoming vendor obligations visible after approval. Schedule payment dates, monitor what is due, and record full or partial payments against the correct invoices once money is transferred through your bank. Refrens also supports bulk payment recording, helping finance teams maintain accurate payable statuses without manually updating separate trackers after every transaction.
Bank Transactions and GST Reconciliation
Upload bank transaction data and match outgoing payments with the corresponding vendor invoices, expenses and recorded payments. Reconcile automatically where possible or review and match transactions manually when more control is needed. This gives finance teams a clearer audit trail and helps keep outstanding payable balances aligned with actual bank activity.
Connect Accounting, Tax Reports and Insights
Use the same approved transaction data to maintain expense ledgers, payable records, GST and TDS reports, and broader accounting statements. Instead of rebuilding reports from disconnected spreadsheets, finance teams can follow each expense into the books. Freya AI also lets decision-makers ask questions about spending, vendors, outstanding payables and business performance using actual Refrens data.
Built for Teams That Manage Business Spending
Refrens helps finance and operations teams control vendor bills, employee expenses, approvals and outgoing payments across departments, locations and recurring costs.
Finance and Accounts TeamsCentralise vendor invoices, expense records, supporting documents and payment information instead of coordinating everything through emails and spreadsheets. Finance teams can review captured data, monitor pending approvals, track upcoming payments, reconcile transactions and keep accounting, GST and TDS records updated from the same payable workflow.
Multi-Department BusinessesWhen marketing, IT, operations and administration submit different kinds of expenses, finance needs a consistent process for reviewing them. Assign approval workflows based on the department, vendor, expense category or amount, and maintain a clear record of who approved, rejected or changed each payable.
Multi-Branch and Multi-Location CompaniesCollect bills and expenses from different branches without losing central financial control. Local teams can submit documents and initiate requests, while finance and management review high-value or sensitive expenses through structured approval stages before payments are scheduled and recorded.
Businesses with Recurring Vendor ExpensesManage rent, software subscriptions, retainers, utilities and other repeat expenses without recreating the same records every month. Recurring purchases and expenses help finance teams plan upcoming obligations, maintain accurate payable statuses and avoid missing routine vendor payments.
Teams Managing Employee ExpensesBring travel claims, reimbursements, petty-cash expenses and employee purchases into the same approval system as vendor bills. Employees can submit supporting documents, managers can review claims with remarks and finance can track reimbursement and payment status without maintaining a separate expense tracker.
Businesses with High Vendor VolumesOrganise vendor information, invoice submissions, approvals, payment records and outstanding balances across a growing supplier base. Dedicated email intake, RFI links, AI scanning, bulk uploads and vendor statements reduce the manual coordination required to manage large numbers of everyday payables.
How Businesses Simplify Payables and Financial Workflows with Refrens
See how growing businesses use Refrens to standardise expenses, vendor processes, approvals and finance operations across teams.
SportskeedaSportskeeda brought vendor onboarding, invoice submission and approval workflows into one structured process. Refrens helped the team standardise invoice collection, verify vendor information, reduce approval delays and improve visibility into vendor payment status.
UpGradUpGrad used Refrens to create and manage expense records for thousands of freelance instructors through bulk uploads and structured workflows. The same operations team was able to handle significantly higher volumes while reducing repetitive work and maintaining better control over expense processing.
DOIT IndustriesDOIT Industries replaced informal, branch-level decision-making with a structured approval process. Refrens helped ensure that important commercial documents moved through the appropriate reviewers, giving management greater control and a clearer record of decisions across locations.
Suprak TechnologiesSuprak Technologies used Refrens to route documents through technical, commercial and management reviews before final approval. The case study demonstrates how businesses can introduce conditional approval stages, capture reviewer input and maintain accountability for high-value financial decisions.
C5iC5i used Refrens to standardise financial workflows across entities, strengthen approval controls and improve visibility for finance teams. The case study shows how connected data, structured reviews and centralised reporting can reduce operational fragmentation as business complexity grows.
Start for free, upgrade when you are sure.
Chat with our team to find the right plan for your Accounts Payable workflow.
Automate Bill Capture and Approvals from Anywhere
Scan vendor bills, route expenses through approval workflows, and track upcoming payments directly from the Refrens mobile app.
Frequently Asked Questions (FAQ)
Accounts payable automation uses software to manage repetitive tasks involved in processing vendor bills and business expenses. It can help collect invoices, capture data, route approvals, track payments, reconcile bank transactions and update accounting records while keeping finance teams in control of reviews and payment decisions.
The typical AP process includes receiving a vendor invoice, capturing and verifying its details, assigning accounting and tax information, routing it for approval, scheduling and recording payment, reconciling the transaction with the bank and updating payable reports and accounting records.
Refrens brings vendor bills and employee expenses into one workflow through email, WhatsApp, RFI links, uploads and manual entry. It supports AI OCR scanning, multi-level approvals, reminders and escalations, payment tracking, bank reconciliation, vendor statements and connected accounting, GST and TDS reporting.
Accounts Payable automation manages money your business owes to vendors, suppliers and employees. Accounts Receivable automation manages money customers owe your business. AP focuses on bills, expenses, approvals and outgoing payments, while AR focuses on invoicing, collections, reminders and incoming payments.
Look for software that supports invoice capture, expense management, approval workflows, user permissions, payment tracking, reconciliation, vendor records and accounting reports. The right solution should match your invoice volume and approval complexity without forcing your team into unnecessary procurement or ERP workflows
Refrens supports purchase orders, vendor invoices, expenses and approval workflows, but it does not currently provide advanced automated three-way matching between purchase orders, goods receipt notes and vendor invoices. It is better suited to recurring vendor bills, employee expenses and everyday non-PO payables.
The cost generally depends on invoice volume, number of users, approval requirements and the automation features required. Refrens offers a free plan, while Premium plans provide capabilities such as AI scanning, advanced approval workflows, additional users and deeper accounting and reporting features.
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