10 Best Invoice Approval Workflow Software

In today’s fast-paced business world, staying on top of your finances is crucial, and that’s where Invoice Approval Workflow Software comes in. This type of invoicing software helps businesses manage, review, and approve invoices efficiently, ensuring that payments are accurate and on time. 

In this blog, we’re diving into the best invoicing software available. You’ll learn about the key features that make these tools stand out, along with additional features that can boost your productivity. We’ll also cover pricing plans, ratings, and user reviews to help you make an informed decision. 

Software	Starting Price	Average Rating	Trial Period	Free version
ProcureDesk	$450/month	4.8⭐	30 Days	No
frevvo	Custom	4.5⭐	30 Days	No
Rillion	Custom	4.2⭐	No	No
Jotform	$34/month	4.5⭐	No	Yes
Kissflow	$1,500/month	4.1⭐	No	No
Stampli	Custom	4.8⭐	No	No
Zahara	$230/month	4.3⭐	Yes	No
Zapro	$699/month	4.4⭐	14 Days	No
Invoicera	$26/month	4.5⭐	7 Days	No
Refrens	$10/month	4.9⭐	Yes	Yes

Key Features to Consider While Choosing the Best Invoice Approval Workflow Software

When selecting top invoice approval workflow software, it’s essential to focus on the key features that will enhance your business operations and strengthen your grasp on invoicing basics. Here’s a streamlined list of essential features to consider:

Key Features to Consider

• Automation: The software should automatically route invoices to approvers and match them against purchase orders and receipts.
• Integration Capabilities: Ensure compatibility with your existing accounting software and ERP solutions to streamline processes.
• Customization: The software should allow you to configure approval workflows and user permissions according to your business needs.
• User-friendly Interface: Look for an intuitive design that is easy to use and navigate, reducing the learning curve for all users.
• Mobile Compatibility: A mobile-friendly interface is essential for approvers who need to manage invoices on the go.
• Reporting and Analytics: Provide real-time visibility and detailed reporting tools for monitoring invoice statuses and financial analysis.
• Security and Compliance: Robust security features and compliance with financial regulations are crucial to protect sensitive data.
• Support and Reliability: Choose software backed by reliable customer support and proven performance through positive reviews.

Selecting software with these features will help ensure that it not only fits within your technological ecosystem but also enhances your invoice processing efficiency and compliance, crucial for choosing the best invoicing software.

10 Best Invoice Approval Workflow Software

1. ProcureDesk

ProcureDesk is an advanced invoice approval workflow software designed to streamline and optimize your entire accounts payable process. By automating invoice routing, approval, and syncing with your accounting system, ProcureDesk significantly reduces processing time, eliminates manual errors, and ensures timely payments to vendors. This automation minimizes the risk of overdue invoices, keeping your business relationships strong and your financial operations smooth.

With features such as custom auto-approval rules, real-time tracking, and digital audit trails, ProcureDesk revolutionizes invoice management, making it efficient, transparent, and hassle-free for businesses of all sizes.

Key Features:

• AP Email Box Integration: Route all invoices to a designated AP email box for seamless electronic storage and OCR-based invoice creation.
• Customizable Approval Workflow: Set up business rules for approval routing based on invoice attributes such as amount, contact, or service type.
• Automated Approval Routing: Save time by automatically routing invoices for approval, eliminating manual email requests, and enabling auto-coding for faster processing.
• Electronic Invoicing Integration: Easily receive digital invoices from integrated suppliers via cXML, reducing errors and workload for the AP team.
• Auto-Matching and Tolerance Setup: Automatically match invoices with purchase orders and receipts, with customizable tolerances for variance acceptance, ensuring accuracy and efficiency.
• Accounting System Integration: Seamlessly sync approved invoices with some top accounting software like eliminating manual data entry.
• Vendor Payment Integration: Process payments on time through third-party platforms like Bill.com or your accounting system, maximizing savings with early payment discounts.
• Automatic Payment Status Updates: Sync payment statuses back to ProcureDesk for instant visibility, eliminating email exchanges and providing stakeholders with real-time updates.
  
  Additional Features:
  
  Custom Auto Approval Rules, Training and Migration Support, Real-Time Approval Tracking, Digital Audit Trail, Single Dashboard for Invoices, Geolocation Information, Partner Network Integration, Extended Integration Options, Secure Login Portal

Pricing Plans: (30 days trial period)

• Purchasing Automation: $450/month
• Purchasing & AP Automation: $720/month
• Enterprise Plan: Custom Quote

Rating:

• Capterra: 4.8⭐/5
• Software Advice: 5⭐/5
• G2: 4⭐/5
• Get App: 4.8⭐/5

2. Frevvo

Frevvo offers simple yet powerful workflow software for invoice approval and other finance processes. Effortlessly design custom approval workflows with a visual, point-and-click interface. Create forms, define routing, and add business logic without coding. You can get faster approvals, improved collaboration, and reduced errors with graphical form builders and real-time alerts.

Key Features:

• Efficient Invoice Approval: Upgrade to automated processing for quicker invoice approvals, boosting productivity and efficiency.
• Streamlined Workflow Creation: Easily design workflows with our intuitive, drag-and-drop form builder.
• Enhanced Collaboration: Improve communication between your accounts payable team and suppliers. Real-time alerts, automatic escalations, and invoice reminders ensure smooth interactions and minimize delays.
• Audit Trail for Compliance: Stay compliant effortlessly with Frevvo’s built-in audit trail. Track every step of the invoice process and maintain accurate records without any hassle.
• Seamless Integrations: Connect Frevvo with your existing systems effortlessly. Flexible integrations and APIs eliminate manual data entry and streamline invoice processing, saving time and reducing errors.
  
  Additional Features: 
  
  Customize approval workflows, customizable templates, design forms, define approval routing, deploy processes quickly without coding, utilize visual tools for workflow automation, tailor workflows for accounting, encrypt sensitive financial data, ensure system scalability, support all languages, comply with ADA and WCAG, choose cloud or on-premise deployment.

Pricing Plan: Custom quote

Rating:

• Capterra: 4.5⭐/5
• Get App: 4.5⭐/5

3. Rillion

Rillion offers automated invoice approval workflows that seamlessly integrate with your ERP system, aiming to simplify and enhance your financial operations. This solution supports various business systems and can adapt to your specific needs, making it a versatile tool for improving efficiency.

Key Features:

• Mobile One-Click Email Approval: Enables easy approval of invoices directly from your mobile device with just a single click, enhancing convenience and accessibility.
• Cost-Effective Setup: Does not require expensive coding or user licenses, making it a straightforward and affordable solution for businesses.
• Transparent Invoice Tracking: Provides clear visibility into the payment status and approval stages of each invoice, ensuring better management and oversight.
• Comprehensive Review Tools: Approvals include a complete package for reviewers, facilitating thorough checks for any exceptions.
• Flexible Routing Options: Offers drag-and-drop functionality for ad-hoc rerouting, allowing users to easily adjust the approval process as needed.
• Automated Alerts: Sends automatic notifications and reminders to keep all parties informed and ensure timely actions on tasks.

Additional Features:

• Seamless ERP Integration
• Efficient processing of purchase invoices
• Invoicing automation with integrated artificial intelligence
• Agile customization to meet specific customer requirements
• Decreased invoice processing time
• Improved visibility of the overall invoice situation
• Maximized automation with integrated AI
• Excellent support and expertise from Rillion
• User-friendly interface with minimal training needed

Pricing Plans: Custom quote

Rating: 

• G2: 4.3⭐/5
• Capterra: 4.2⭐/5

4. Jotform

Jotform Approval is a powerful tool designed to streamline and automate approval processes across various workflows. Its easy-to-use drag-and-drop interface allows users to expand their approval flow, customize emails, and integrate advanced settings effortlessly. 

Key Features:

• Custom Approval Flows: Design and automate custom approval flows tailored to your invoice approval process. Add multiple approvers, and set up autoresponder emails, notifications, and conditional logic effortlessly, all without coding.
• Streamlined Invoice Collection: Collect invoices efficiently through online forms and streamline the approval process. Automatically route invoices to the appropriate team member for review, approval, rejection, or amendment with a single click.
• Instant Notifications: Ensure timely review of invoices by setting up instant notifications in your workflow. Approvers receive prompt notifications when new invoice review requests are submitted, reducing the risk of overlooked invoices.
• Efficiency and Time-saving: Cut down on manual tasks and enhance efficiency by automating your invoice process. Jotform’s intuitive software speeds up the approval process, allowing for quick collection, review, and approval of invoices.
• Professional Solutions: Automate tasks, collaborate seamlessly, and scale your operations with ease. 
  
  Additional Features:
  
  Collaborative Group Approval, Comment Allowance, Efficient Expiration Management, Custom Notification Emails, Comprehensive Approval Reports, Integrated Tracking Tools, Mobile Accessibility

Pricing Plans: 

• Starter: Free
• Bronze: $34/month
• Silver: $39/month
• Gold: $99/month
• Enterprise: Custom Price

Rating:

• G2: 4.7⭐/5
• Get App: 4.6⭐/5
• Software Advice: 4.5⭐/5
• Capterra: 4.6⭐/5

5. Kissflow

Kissflow Procurement is a dynamic and user-friendly invoice approval software designed to transform the efficiency of purchasing teams worldwide. Automating the entire invoice approval process dramatically reduces processing costs and accelerates approval times. 

The software integrates seamlessly with third-party apps, offering customizable workflows that ensure compliance and enhance operational visibility. 

Key Features:

• Prompt Approvals: Streamline adherence to deadlines through automated workflows and notification systems.
• Insightful Spend Analysis: Gain detailed financial insights with advanced visual reports and an interactive dashboard.
• Adaptable Workflows: Tailor your workflow with configurable settings that cater to specific roles and visibility requirements.
• Regulatory Adherence: Simplify the adaptation to policy and regulatory changes with a versatile application.
• Workflow Customization: Utilize drag-and-drop tools to easily design bespoke workflows, enforce business rules, and modify fields.
  
  Additional Features:
  
  Automated PO Integration, Application Development, Workflow Customization, Progress Tracking

Pricing Plans:

• Basic: $1,500/month
• Enterprise: Custom Pricing

Rating:

• Capterra: 4.1⭐/5
• G2: 4.3⭐/5
• Software Advice: 4⭐/5
• Get App: 4.4⭐/5

6. Stampli

Stampli is an advanced invoice approval workflow software that streamlines the entire accounts payable process through automation. By replacing traditional paper-based methods, Stampli helps businesses efficiently manage invoices, from payment entry, reducing processing times and costs.

Key Features:

• Group Invoices with Corresponding Documents: Implement three-way matching to verify invoices alongside purchase orders and receipt reports.
• Resolve Invoice Exceptions or Inaccuracies: Ensure accuracy by having accounts payable (AP) staff clear any issues before approvals.
• Obtain Executive Approval: Route invoices to executives, such as CFOs, for final authorization before payment.
• Enter Approved Invoices into Payment Queue: Place invoices in the payment queue once they have received all necessary approvals.
• Analyze Data to Identify Approval Delays: Leverage analytics to pinpoint and rectify delays within the invoice approval process.
• Facilitate Easy Onboarding for Invoice Approvers: Simplify the transition for approvers from manual to automated systems.
• Send Notifications and Reminders for Approvals: Utilize automated reminders to maintain timely approvals and efficient workflow progression.
  
  Additional Features:
  
  AP Automation Integration, Management Overview Dashboard, Context-Rich Approval Interface, Interactive Invoice Communication, Customizable Control Features, Adjustable Notification Settings

Pricing Plans: Custom quote 

Rating: 

• G2: 4.6⭐/5
• Capterra: 4.8⭐/5
• Get App: 4.8⭐/5
• Software Advice: 5⭐/5

7. Zahara

Zahara’s software automates essential business functions, reducing the time and resources typically required for manual approvals and enhancing overall operational accuracy and communication. As businesses look towards future-proofing their operations, adopting such technologies is becoming increasingly imperative.

Key Features:

• Purchase Orders: Establishes stringent budget controls and multi-step approval workflows to manage costs effectively.
• Invoice Processing: Utilizes OCR technology to enhance the speed and accuracy of processing invoices.
• Approvals: Offers customizable workflows for robust control and visibility over expenditures.
• Payments: Streamlines invoicing processes by grouping invoices for batch processing, maintaining audit trails, and using existing banking systems.
  
  Additional Features:
  
  Optical Character Recognition, Customizable Workflows, Detailed Reporting

Pricing Plans:

• Teams: $230/month
• Business: $420/month
• Enterprise: Custom pricing

Rating:

• Capterra: 4.5⭐/5
• Get App: 4.4⭐/5

8. Zapro

Zapro is an innovative invoice approval workflow software designed to automate and streamline the entire accounts payable process, from receiving invoices to approval and payment.

Key Features:

• Optical Character Recognition (OCR): Automates data capture from invoices to reduce errors and manual entry.
• Auto-Coding and Auto-Matching: Ensure invoices match POs and receipts accurately, simplifying verification.
• Routing: Customizes approval paths based on invoice specifics, enhancing process clarity and accountability.
• Integration with Accounting Systems: Seamlessly connects with systems like QuickBooks, Xero, or Sage for consistent data flow.
• Mobile and Omnichannel Approvals: Allows approvals via mobile devices, enabling decision-making on the go.
  
  Additional Features:
  
  AP Automation, ERP Integration, Real-time Analytics, Cloud-Based Access

Pricing Plans: Free Trial: 14-day free trial

• Full Suite: $699/month (billed annually)

Rating:

• Capterra: 5⭐/5
• G2: 4.7⭐/5
• Software Advice: 5⭐/5
• Get App: 5⭐/5

9. Invoicera

Invoicera offers a comprehensive solution for managing invoices for multiple businesses. It streamlines the approval process and ensures efficient workflow management. This platform is designed to simplify the complexities of invoice handling, making it easier for businesses to track, manage, and process payments swiftly.

Key features:

• Customizable Workflow: Tailor your invoice approval process to fit your business needs.
• Real-Time Tracking: Monitor the status of each invoice in real time.
• Efficient Management: Manage orders, quotes, and revenue seamlessly.
• Multi-Language and Multi-Currency Support: Facilitate global business operations with support for multiple languages and currencies.
  
  Additional Features:
  
  Advanced Reporting, Third-Party Integrations, Robust Security Measures, Automated Backups and Recovery

Pricing Plans:

• Starter Plan: ₹299/month
• Business Plan: ₹499/month
• Enterprise Plan: ₹999/month
• Infinite Plan: ₹1,999/month

Rating: 

• Capterra: 4.7⭐/5
• G2: 4.5⭐/5
• Get App: 4.6⭐/5

10. Refrens: Best Invoice Approval Workflow Software

Refrens is the Best Invoice Approval Workflow Software, distinguished by its adaptability and user-friendliness, which serves over 150,000 users across 178 countries. This platform is specially designed for freelancers, consultants, and agencies, offering a suite of tools that cater specifically to their invoicing needs.

It not only assists in creating professional invoices but also manages expenses and tracks payments. With its comprehensive set of features, Refrens proves to be a crucial tool for efficient financial management.

Key Features:

• Instant WhatsApp & Email Sharing: Effortlessly share quotations and invoices through WhatsApp or email instantly or schedule them for later using advanced quotation software.
• Monitor Invoice Engagement: Track when your clients open and view your emailed invoices.
• Automated Payment Reminders: Accelerate payments by automatically reminding clients via WhatsApp and email.
• Bulk Data Upload: Save time and reduce manual input by uploading your previous invoices and client details simultaneously.
• API Integration for Invoices: Automatically create invoices using the Refrens invoice API, allowing for streamlined invoice generation without manual system interaction.
  
  Additional Features: 
  
  Auto-Fill Assistance, Customizable Templates, Automated Expense Management Software, Simplified GSTR-1 Filing, Easy, Lead Management Software, Effortless Document Conversion, Team and Business Management, GST Billing Software, Automated Invoice generation, Instant Payment Receipts, Pipeline Management software, Balance Sheet and P&L Report, 24/7 Customer Support, Smart Sales CRM Software, Efficient e-Invoicing Software

Pricing Plans:

• Free Plan: Up to 50 documents per year at no additional cost.
• Premium Plan: Starting at Rs1200/year.

Pricing varies based on the number of users and features included.

Rating:

• Capterra: 4.8⭐/05
• G2: 4.6⭐/05
• Software Suggests: 4.8⭐/05
• Software Advice: 5⭐/5
• Get App: 4.9⭐/5

Why Businesses Need Invoice Approval Workflow Software

In today’s fast-paced business environment, efficiency and accuracy in financial processes are crucial. Here’s why businesses need automated invoice approval workflow software, considering the common invoicing challenges of manual processing and the benefits of automation:

Challenges of Manual Invoice Processing

• Errors: Manual data entry is prone to mistakes, leading to incorrect payments and accounting discrepancies.
• Delays: Processing invoices manually is time-consuming, which can delay payments, strain vendor relationships, and disrupt cash flow.
• Fraud Risk: Manual systems are vulnerable to fraud due to the lack of stringent checks, increasing the likelihood of financial losses.

Benefits of Automated Invoice Approval Software

• Enhanced Accuracy: Automated systems reduce human error by matching invoices with purchase orders and documentation automatically.
• Increased Efficiency: Automation speeds up processing by instantly routing invoices for approval and sending timely notifications. This ensures that you can send invoices at the best time, right when all conditions are met, for faster payment.
• Improved Security: Built-in controls in automated software help detect anomalies and prevent fraud, enhancing financial security.
• Time Savings: Automation frees staff from routine tasks, allowing them to focus on strategic activities that promote business growth.

Conclusion

In conclusion, adopting the right Invoice Approval Workflow Software can significantly enhance the efficiency, accuracy, and security of your financial processes. By automating routine tasks, these tools help businesses save time, reduce errors, and improve overall financial management. Featuring advanced Invoice API integrated E-way bill software capabilities, these software solutions are tailored to meet various business needs—from automation and integration to mobile compatibility and robust security—ensuring that choosing the right software is essential for optimizing your accounts payable process.

Whether you’re a small business or a large enterprise, integrating such software, particularly Billing Software for Professional Services, can lead to more streamlined operations and better financial health. As e-invoicing becomes increasingly mandatory in many regions, ensuring your software can handle these requirements is crucial. Make sure to select a platform that fits your specific needs and offers reliable support to maximize your investment.

FAQs

1. What is the approval workflow for invoices?

An invoice approval workflow is a process that involves reviewing, verifying, and approving invoices before payments are made. It typically includes steps like matching invoices with purchase orders, checking for accuracy, and securing necessary approvals based on predefined criteria.

2. How to create an invoice approval workflow?

To create an online invoice approval workflow, define the steps for processing, assign roles for each step, set up rules for automated routing and approvals, implement using software for efficiency, and regularly review and adjust the workflow as needed.

3. What is a basic approval workflow?

A basic approval workflow is a streamlined process used to route tasks or documents through necessary approvals. It is designed to ensure that each item is reviewed and approved by relevant personnel or departments before proceeding to the next step.