Best Invoice Approval Workflow Software

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 PeriodFree version
ProcureDesk$450/month4.8⭐30 DaysNo
frevvoCustom4.5⭐30 DaysNo
Zapro$699/month4.4⭐14 DaysNo
Invoicera$26/month4.5⭐7 DaysNo
Refrens $10/month4.9⭐YesYes
Comparison: Best Invoice Approval Workflow 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.

ProcureDesk: Best Invoice Approval Workflow Software
ProcureDesk: Best Invoice Approval Workflow Software

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 QuickBooks or Xero, eliminating manual data entry.
  • Vendor Payment Integration: Process payments on time through third-party platforms like 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


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

User Reviews of ProcureDesk:

“PO to Invoice matching and their Customer Support is the absolute best.”  ~Daniel“Supplier database registration feature, to minimize on paperwork for suppliers wanting to be on our database ”   ~Solly
“Efficient Procurement Solution that is efficient and easy to use.”  ~Ann“Once posted, I am not able to edit. Cellphone apps are not very sophisticated and pretty much useless.” ~Yukiko
“The ease of implementation and use for employees.”    ~Nathan“There is no payment option within ProcureDesk currently. ” ~Nathan
Source: Software Advice

Recommended Reads: Invoice Like A Pro: A Comprehensive Invoicing Guide

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


  • Capterra: 4.5⭐/5
  • Get App: 4.5⭐/5

User Reviews of frevvo:

“The workflow management just works, it is used throughout our company with very few issues.”  ~Ash“The business rules can be difficult to write and predict when they will trigger. Complex and dynamic workflows can be difficult to implement. ”   ~Teresa
“Drag and drop, and the no-code ability for end users.”  ~Brandon“Submission review could be easier and making adjustments to submitted forms could be easier” ~Marie
“Have been starting to implement in my company to replace various paper forms. As an end user, it is easy to use.”    ~Phillip“Frevvo needs more tools to support the management of the tool over many years. Including more flexibility surrounding account and form management from the administration side. ” ~Rhian
Source: Software Advice

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
  • Invoice 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


  • G2: 4.3⭐/5
  • Capterra: 4.2⭐/5

User Reviews of Rillion:

“Easy to get approvals & process invoices for payment”  ~Angela“That I as an user can´t change the appearance as it was possible in an earlier version. ”   ~Petra
“Easy to handle, effective and very smooth”  ~Arundhati“Difficult to match Logistic invoices where several processes are involved” ~Arundhati
“that I can see, download, and email the invoice.”    ~Anna“lots, I think its old, user unfriendly. It is likely ok if you work in it daily. But the search, overwiew, history is to much work to use. ” ~Anna
Source: Software Advice

Recommended Reads: Best Practices For Creating And Sending Invoices To Clients

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


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

User Reviews of Jotform:

“JotForm is not only simple to use, but simple to integrate with other products including our website and payment methods”  ~Beckie“Resetting of monthly submission limits takes a little longer than I would like. ”   ~Jake
“I been using Jotform for many years and love how easy it is to modify and create forms. I have tried other companies, and this one seems to be the best so far.”  ~Anonymous“Some features are behind the paywall. It’s annoying at times because the feature would be useful, but not used regular enough to up the price.” ~Matthew
“i like how there are standard templetes and you dont have to take generate from scratch”    ~Anonymous“I would like the quiz feature to be a bit more prominent and useful. Additionally, I’d like to be able to use analytics to track features on the form. ” ~Alsa
Source: Software Advice

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


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

User Reviews of Kissflow:

“It was a great tool. We built our entire set of business process controls using it. There was a steep learning curve and a few limitations that we had to work round but over all it worked. ” ~AI “Workflows and Boards do not have an adequate development and testing environment, which hinders the ability to implement an industrialized development process. ”   ~Brandon
“The features I would like to see introduced is the ability for me to convert my tables into PDF without any external integration.”  ~Babatunde“The software support is incomparable, and once the workflow processes are developed, the customer experience is pretty seamless and predictable.” ~Zenzele
“This tool is great, easy to use, no coding required, just drop & drag you can create the form template you want”    ~Rina“It is somehow glitchy at times and right now we can’t see the dashboard” ~Yolle
Source: Software Advice

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 


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

User Reviews of Stampli:

“When connected it works fine. No issues.”  ~Jay“Needs to be constantly logged in on a windows machine. that needs to stay logged on as admin. ”   ~Jay
“Finding invoices and the quickness of everything at your fingertips.”  ~Emily“The credit memo section It takes forever for vendors to get ACH payments and they actually get checks quicker. Cant have more than two approvers on a check, we would like more.” ~Emily
“Stampli helps me track the timeliness of my payments to vendors and staff members”    ~Brooke“Search for past invoices not as easy to run as could be” ~Brooke
Source: Software Advice

Recommended Reads: Negotiating Like A Pro To Convert Your Quotation To An Invoice

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 payment 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


  • Capterra: 4.5⭐/5
  • Get App: 4.4⭐/5

User Reviews of Zahara:

“The ease of overall use, the setup of users and allocation of abilities ”  ~Barry“It does take a bit of time to set up but will save you much time and money in the long run”   ~Jack
“The flexibility of the platform and the ability to create bespoke workflows ourselves is key. The platform itself is quite easy to set up and use.”  ~Rajesh“Single Sign on would be nice and the ability to add our own corporate skins/colours would be good” ~Martin
“The sign off of PO’s. Different authorisation levels etc. Sage integration Uploading of quotes & delivery notes”    ~Alexandra“The mobile app is not yet set up for invoice approval.” ~Sophia
Source: Software Advice

Recommended Reads: Top 8 Project Management Software With Invoicing

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.

Zapro: Best Invoice Approval Workflow Software
Zapro: Best Invoice Approval Workflow Software

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)


  • 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, streamlining the approval process, and ensuring 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.

Invoicera: Best Invoice Approval Workflow Software
Invoicera: Best Invoice Approval Workflow Software

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


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

User Review of Invoicera:

“I love how easy this was to install and to use. I was able to keep track of all my sales and make a detailed invoice for my customers”  ~Regina“Least liked would be the interface, took me longer than usual to figure out but eas still easier than other programs I’ve used”  ~Regina
“Easy use, great for small businesses and enterprises”  ~Emil“A bit expensive prices, and not very user-friendly” ~Emil
“Popular payment gateway integrations like Stripe, Moneybookers (Skrill), and Easy to use”  ~~Aliyah“Just a touch advanced for me”  ~Aliyah
Source: Software Advice

Recommended Reads: Top 10 Timekeeping and Invoicing Software

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.

Refrens: Best Invoice Approval Workflow Software
Refrens: Best Invoice Approval Workflow Software

Key Features:

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.


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

Explore the top electronic invoicing software options available for streamlined billing and efficient business operations.
Recommended Reads: Best CRM Software with Invoicing

User Reviews of Refrens:

“I love the way the software has made invoice management easy and trendy. The templates are vibrant, the dashboard is holistic and automation is all a busy prof needs”  ~Akshay“The team can increase the number of templates”  ~Akshay
“Refrens is user-friendly. It gives the best invoicing solution for small enterprises”  ~SwaroopMinor field changes are sometimes difficult.”  ~Bharat
“Good Dashboard and is easy to use, cost-effective”  ~Mahendra“Mmmm, if I have to, if I have to then I’d say what I like the least is the pricing. They can easily sell it at a higher rate..”   ~Sahil
Source: Software Advice

Recommended Reads: 7 Best Small Business Invoicing Software 

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.

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.

Recommended Reads: How To Create A Proforma Invoice?


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

Recommended Reads: 10 Best Invoicing Software For Self-employed
Read more: Top 10 Inventory Invoice Software


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.

Recommended Reads:
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