Managing supplier invoices manually is tedious and time-consuming. Best billing software streamlines the entire process, from receiving invoices to making payments, helping accounts payable departments save time and ensure accuracy.

In this blog, we’ll look at the best supplier invoice software. We’ll cover its features, pricing, ratings, and user reviews to help you choose the right software for your organization.

Software	Starting Price	Average Rating	Trail Period	Free Plan
Refrens	$120/year	4.9⭐	Yes	Yes
Volopay	Custom	4.3⭐	No	No
AvidXchange	Custom	4.5⭐	No	No
ProcureDesk	$415/year	4.0⭐	14 Days	No
Vyapar	$40/year.	4.4⭐	7 Days	Yes
Zoho	$15/year	4.3⭐	14 Days	Yes
OpenText	Custom	4.3⭐	90 Days	No
Apptivo	$15/year	4.4⭐	30 Days	No
Kissflow	$18k/year	4.6⭐	No	No
Vencru	$60/year	3.0⭐	14 Days	No

10 Best Supplier Invoice Software 

1. Refrens: Best Supplier Invoice Software

You don’t need separate software to manage your vendor invoices. Refrens is an all-in-one tool that helps you collect, track, and pay expenses.

With Refrens, you can automate recurring payments, so you’ll never miss a payment date. Plus, you can reconcile and manage all your invoice spending in one convenient place.

Key Features:

• Automated Invoicing: Create customized and automated supplier invoices that reflect your business identity and make a strong impression on your clients.
• Quotations and Estimates: Generate detailed quotations and estimates for your suppliers, ensuring clear and accurate communication of costs.
• Recurring Invoices: Automate regular supplier billing for consistent services, saving time and ensuring timely payments.
• Manage Clients and Vendors: Easily view and organize all your clients and vendors. Add new ones, update details, and archive inactive contacts to streamline your list.
• Track Data and Financial Transactions: Monitor all financial transactions with clients and vendors. Track invoices, payments, and expenses to ensure accurate financial records and compliance.
• Generate Client Statements: Create detailed client statements showing all transactions. These statements help maintain clear communication about payments and balances, ensuring transparency.
• GST/VAT/Tax Reports / Accounting Reports: Generate comprehensive GST, VAT, and tax reports, along with detailed accounting reports, to maintain compliance and gain insights into your financial activities with suppliers.

Additional Features:

Generate proforma invoices, accounting reports, CRM, expense management, Inventory Management, payment receipts, sales orders, purchase orders, delivery challans, credit notes, debit notes, and voucher books with ease. Utilize e-invoicing software and IRN generation for seamless compliance. 

Enhance your operations with lead management software and auto conversion of documents. Customize your invoices and quotation templates, colors, fonts, and layouts, ensuring consistent branding by adding your logo, headers, and footers to all documents. Additionally, seamlessly integrate IndiaMART with your CRM for efficient lead generation and tracking leads, streamlining your sales process and maximizing productivity. With quotation software, you can create, customize, and manage quotations effortlessly, further streamlining your sales workflow.

Pricing Plans:

• Basic Plan: Free 
• Books Essential Plan: $120/year ($90/year with Refrens credits), includes all Basic features
• Books Pro Plan: $300/year ($225/year with Refrens credits), includes all Books Essential features

Rating:

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

2. Volopay

Volopay offers a comprehensive supplier invoice software solution to simplify and automate invoice management, ensuring seamless accounting integration and streamlined financial operations. The platform helps businesses save time and money while elevating the role of their finance teams.

Key Features:

• Streamline Invoice Processing: Automate invoice management from submission to payment. Customize approval workflows and schedule payments easily.
• Real-Time Transaction Sync: Seamlessly integrate with Xero, QuickBooks, and NetSuite. Sync invoices automatically and categorize expenses instantly.
• Centralized Vendor Management: Manage all vendors from one dashboard. Create payment workflows, use virtual cards for purchases, and easily handle subscription invoices.
• Optimize Payment Cycles: Streamline accounts payable with early payment cycles. Plan budgets, avoid late fees, and automate recurring payments to improve cash flow.
• Comprehensive Expense Tracking: Track invoices from submission to payment on a single platform. Ensure transparency for all transactions and combine different payment channels.
• Multi-Level Approval System: The software sets up multi-level invoice approvals to validate them. Customize workflows for maximum transparency and pay only cleared invoices.
• Efficient Invoice Scanning: Use OCR technology to scan and upload invoices. Automatically categorize data and bulk upload for efficient management.

Additional Features:

Empower employees with corporate cards, track expenses, open a global multi-currency account, manage accounts payables, automate accounting, and integrate with daily tools seamlessly.

Pricing Plans: (Custom quote)  Contact Volopay for it’s Pricing

Rating: 

• G2: 4.2⭐/5
• Capterra: 4.6⭐/5
• Software Advice: 4.5⭐/5
• Get App: 4.6⭐/5

3. AvidXchange

AvidXchange automates AP and payments with 24/7 remote access. This invoice management software handles data entry, approvals, and reporting, integrating with your best accounting system. AvidPay enables secure, fast vendor payments via Mastercard, AvidPay Direct, or check. AvidBuy automates purchase orders and controls costs.

Key Features: 

• Invoice Management: Automates manual invoicing processes, managing invoices from receipt to payment, and integrating seamlessly with accounts payable departments.
•  AvidPay Bill Payment: Enables secure vendor payments with options like Mastercard, AvidPay Direct, and checks, ensuring faster supplier payments.
• AvidBuy Purchase Order: Automates the purchase order process, controlling costs by preventing unwanted purchases.
• Invoice Processing Automation: Converts invoices to digital formats, routes them for approvals and payments, and integrates with existing accounting systems.
• Supplier Invoice Software Integrations: Compatible with QuickBooks, Tally, Xero, QBO, and over 210 other software, streamlining invoice automation and bill payments.
• Payment Approval Software: Digitally converts and organizes invoices, automates routing for approvals, and provides 24/7 visibility into invoice status.
• Accounts Payable: Manages vendors, approves invoices, and automates payment processes.
• Centralized Vendor Management: Manages all vendors from a single dashboard for streamlined operations.
• Multi-Level Approval System: Validates invoices through multiple approval levels for enhanced accountability.
• Efficient Invoice Scanning: Uses OCR technology to digitally manage invoices, reducing manual data entry.

Additional Features: 

AvidXchange combines banking services with software tools, offering physical and virtual cards, expense tracking, multi-currency payments, accounting automation, accelerated book-closing, and savings calculation. It provides real-time invoice tracking, electronic payments, cloud-based access, and tailored industry solutions.

Pricing Plans: (Custom quote)  Contact AvidXchange for it’s Pricing

Rating: 

• G2: 4.3⭐/5
• Capterra: 4.5⭐/5
• Get App: 4.5⭐/5
• Software Advice: 4.5⭐/5

4. ProcureDesk

ProcureDesk is a cloud-based purchasing solution for small and midsize businesses, streamlining purchasing processes and cash flow management. It features purchasing and invoicing modules for generating purchase orders and recording payments.

The purchasing module automates purchase orders, approvals, expense tracking, and trend analysis. The invoicing module processes invoices, makes payments, and resolves billing issues with automated exception management.

Key Features: 

• Invoice Management Process Tools: Centralizes vendor invoices, offers portals, and email integrations with OCR, and allows scanning and uploading paper invoices.
• Invoice Approval Workflow Tools: Matches invoices with POs and receipts, automatically routes them for approval and integrates with ERPs like QuickBooks, Sage, Xero, and Bill.com.
• Procurement and AP Team Collaboration Tools: Connects purchasing and AP workflows, controls spending with budgets and approval rules, and provides full order status visibility.
• Real-Time Reporting and Spend Dashboard: Offers real-time visibility into spending and budgets, analyzes spending by person, department, category, and vendor, and supports vendor management.
• Purchase Order Management Tools: Automatically generates and sends POs, tracks order status and receipts, and ensures compliance with procurement rules.
• Expense Management Features: Connects with corporate card accounts, generates nightly expense reports, and consolidates spending data into a central dashboard.

Additional Features:

ProcureDesk centralizes invoices and automates the reconciliation process. AP-focused tools like SAP, Stampli, and AvidXchange offer automation and ERP integration. Additional features include supplier catalogs, budgets, and OCR for processing invoices. Support includes strategy sessions, a process grader, and educational resources.

Pricing Plans: 

• Purchasing Automation

$518/month (Monthly)
$415/month (Annually)

• Purchasing & AP Automation

$850/month (Monthly)
$680/month (Annually)

• Enterprise Plan

(Custom quote) Contact ProcureDesk for it’s Pricing

Rating: 

• Capterra: 4.8⭐/5
• Software Advice: 5.0⭐/5
• G2: 4.0⭐/5
• Get App: 4.8⭐/5

5. Vyapar 

Vyapar is a user-friendly accounting and inventory management software that simplifies accounting and finance for business owners. Its features include inventory tracking, invoicing, reporting, payment reminders, barcode scanning, and more.

Key Features: 

• E-Invoicing: Vyapar sends electronic invoices to customers, verifies them through the GSTN portal, reduces errors and costs, improves compliance, and attaches QR codes and digital signatures.
• Barcode Scanning: The app allows you to add products to invoices by scanning barcodes, saving time, avoiding mistakes, and managing inventory efficiently.
• Reports: Vyapar provides insights into business performance by creating reports for sales, purchases, profit and loss, and GST, which can be viewed, downloaded, printed, and shared.
• GST Compliance: Vyapar offers GST billing software, enabling businesses to handle GST calculations, generate GST invoices, file returns, and ensure compliance with GST regulations seamlessly.
• Payment Reminders: The app sends reminders to customers via SMS, email, or WhatsApp, records payment history, tracks overdue payments, and reconciles bank transactions.
• Customer Management: Vyapar manages customer details, orders, payments, and balances, segments customers, and sends offers, discounts, and feedback requests.
• Expense Tracking: Vyapar tracks business expenses, categorizes them, and generates expense reports.

Additional Features:

Vyapar also provides E-way bill software, offering businesses a streamlined solution for generating and managing e-way bills. This complements its features like creating a free online store, managing orders, integrating sales with platforms like Amazon and Flipkart, inventory tracking, WhatsApp promotion, and secure data backup and restore options. 

With support for multi-user management and compatibility across mobile and desktop devices, Vyapar ensures seamless operations. Additionally, its highly-rated Android mobile app enhances accessibility and convenience for users.

Pricing Plans:

• Silver Plan

-₹3,399/year for desktop + mobile
-₹4,999 if bought monthly
-Sync data across devices, Create up to 3 companies and firms, Generate 10 E-way Bills per month

• Gold Plan

-₹3,999/year for desktop + mobile
-₹7,799 if bought monthly
-Sync data across devices, Create unlimited companies and up to 5 firms, Generate unlimited E-way Bills

Rating:

• Capterra: 4.4/⭐5
• Get App: 4.4⭐/5
• G2: 4.6⭐/5
• Software Advice: 4.5⭐/5

6. Zoho

Managing your supplies, transactions, and vendor relationships can become challenging as your business expands. Zoho Books, an invoice for small businesses, is recognized as the best purchase sales invoice software. It has a specialized portal for your vendors. This portal enables them to conveniently view and access their transactions, ensuring smooth collaboration and strong vendor relations.

Key Features:

• Manage Invoices: Upload invoices for transactions. Once verified and accepted, these are automatically converted into bills within Zoho Books.
• Upload Transaction Documents: Easily upload images and PDFs of transaction documents. These can be verified and converted into bills within Zoho Books.
• View Purchase Orders: Access and review purchase orders created by Zoho Books users. Negotiate prices or add remarks before finalizing invoices.
• Accept and Decline Purchase Orders: Choose to accept or decline purchase orders sent by Zoho Books users. Streamline communication and transaction processing.
• Track Payments Received: Monitor payments received from Zoho Books users. Ensure transparency and facilitate accurate accounting.
• Generate Statement of Accounts: Generate consolidated statements of accounts for any period. Keep track of transactions and outstanding balances.
• Create Bills: Zoho Books users can create bills based on documents uploaded by vendors. Streamline billing processes and ensure accuracy in financial records.

Additional Features:

Additional features include Inventory management, Online Sales CRM Software, Accounting, Financial Reports, Lead management, sales automation, pipeline tracking, expense tracking, Task management, Gantt charts, time tracking, Email hosting, calendar, contacts, task management

Pricing Plans:

1. Standard Plan: ₹749/month (billed annually)
2. Professional Plan: ₹1999/month (billed annually)
3. Premium Plan: ₹3999/month (billed annually)
4. Custom Plan: Tailored for complex billing needs

Add-ons available for further customization:

• Additional users: ₹450/user/month
• Timesheet users: ₹150/user/month
• Advanced auto-scans: ₹419 (50 scans/month)
• Branches: ₹600/branch/month
• SMS credits: ₹75/credit

Rating:

• G2: 4.1⭐/5
• Capterra: 4.3⭐/5
• Get App: 4.3⭐/5

7. OpenText

OpenText software streamlines Accounts Payable by automating invoice processing, reducing costs, and enhancing oversight. It eliminates manual touchpoints and errors, ensuring timely payments and efficient management of supplier invoices.

Key Features:

• Simplify Invoicing: Swap manual work for automated invoice processing, cutting down on time and effort.
• Maximize Cash Flow: Speed up invoice handling to seize more early payment discounts and build better relationships with suppliers.
• Better Supplier Communication: Give suppliers online access to orders and communication tools, making teamwork smoother.
• Understand Finances: Get instant updates on what you owe to manage cash flow and plan.
• Boost Workflow: Find and fix any slowdowns in your processes, making smarter choices and tracking improvements easily.

Additional Features:

Additional features encompass compliance with global e-invoicing regulations for enhanced competitiveness and efficiency. Automate invoice processing to secure early payment discounts and reduce errors, while also providing detailed insights into working capital through digitized invoices. Facilitate seamless team collaboration to streamline workflows, ensuring operational efficiency and accuracy.

Pricing Plans: (Custom quote)  Contact OpenText for its Pricing

Rating:

• G2: 4.3⭐/5
• Capterra: 4⭐/5

8. Apptivo

Apptivo’s Supplier Invoices app simplifies recording and managing payments owed to suppliers, ensuring seamless procurement processes.

Key Features:

• Elevate Supplier Invoices: Distinguish supplier invoices with varying colors, facilitating easy identification of key elements based on specified criteria, and enhancing clarity and efficiency in invoice management.
• Mastery Reports: Obtain comprehensive insights into all generated invoices and associated activities.
• Customizable Layouts: Create personalized PDF templates for supplier invoices, tailoring layouts to meet specific business needs.
• Record Payments: Generate online invoices for suppliers upon product receipt and seamlessly record payments provided by them.
• Integrated Applications: Seamlessly connect with the Purchase Orders app to streamline procurement workflows from order creation to payment recording.

Additional Features:

Purchase Order, CRM with online invoicing features, Supplier payment management

Pricing Plans:

• Lite: $20 per user per month.
• Premium: $30 per user per month.
• Ultimate: $50 per user per month.
• Enterprise: Ideal for complex integrations in enterprise organizations, with custom pricing options available upon request.
  

Rating:

• G2: 4.4⭐/5
• Capterra: 4.4⭐/5
• Get App: 4.4⭐/5
• Software Advice: 4.5⭐/5

9. Kissflow

Kissflow’s Vendor Invoice Management Software streamlines and accelerates the invoice approval process for purchasing teams globally. With its automated workflows and real-time insights, the platform ensures prompt approvals, compliance, and significant cost savings, enhancing overall productivity.

Key Features:

1. Automated PO Matching: Auto-populate purchase order details for seamless comparison.
2. Prompt Approvals: Maintain adherence to deadlines with automated workflows and notifications.
3. Regulatory Compliance: Easily implement policy and regulatory changes with a flexible application.
4. Expenditure Insights: Gain detailed spending insights through visual reports and interactive dashboards.
5. Customizable Workflows: Design workflows with role-specific permissions and visibility.

Additional Features:

Strategic Sourcing, Supplier Management, Contract Management, Inventory Management, Invoice Automation, Spend Analytics, Integrations, IT Procurement

Pricing Plans:

• Basic Plan: Starts at $1,500/month
• Enterprise Plan: Custom pricing

Rating:

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

10. Vencru

Vencru’s vendor online billing Software is tailored for retailers and wholesalers, making it easy to manage vendor bills, track orders, and deliveries, and synchronize inventory items. This software helps businesses eliminate paperwork and centralize their billing processes, enhancing supplier relationships and improving accounts payable management.

Key Features:

• Create and Send Invoice Online: Quickly generate professional vendor bills in under a minute, streamlining the billing process and ensuring timely payments to suppliers. Streamline billing while managing late payments and disputes efficiently.
• Centralized Vendor Billing Management: Handle all supplier invoices from one centralized system, facilitating effective communication and reducing delays.
• Sync Inventory Items with Vendor Bills: Simplify billing by integrating inventory items with vendor bills, reducing errors and ensuring precise billing.
• Track Accounts Payables: Easily monitor and manage outstanding payments to suppliers, ensuring deadlines are met and maintaining strong vendor relationships.

Additional Features:

Invoicing, Inventory Management, Accounting, Reporting, Mobile Apps, Point of Sale Software

Pricing Plans:

• Starter Plan: $5/month (Billed monthly)
• Growth Plan: $25/month (Billed monthly)
• Enterprise Plan: $50/month (Billed monthly)

How to Choose the Right Supplier Invoice Software for Your Business

Choosing the right invoice software is crucial for optimizing your accounts payable processes and overcoming invoicing challenges, thereby enhancing your business operations. Here are key considerations and criteria to evaluate when selecting the ideal software for your needs:

1. Understand Your Business Requirements:

• Scale of Operations: Consider the size of your business and the volume of invoices processed. Small businesses might need basic features, while larger enterprises may require more advanced functionalities.
• Industry-Specific Needs: Some industries have unique invoicing requirements. Ensure the software can cater to specific industry standards and regulations.

2. Ease of Use:

• User-Friendly Interface: The software should have an intuitive interface that is easy for your team to learn and use, reducing the need for extensive training.
• Customization: Look for software that allows you to customize invoice templates and workflows to match your business processes.

3. Automation Capabilities:

• Automated Workflows: The software should automate repetitive tasks, such as invoice generation, approval workflows, and invoice reminders, to save time and reduce errors.
• Recurring Invoices: Ensure the software can handle recurring payments and automate billing cycles for regular transactions.

4. Integration with Existing Systems:

• Accounting Software Integration: The ability to seamlessly integrate with your existing online accounting software (like Refrens, Xero, or Sage) is crucial for smooth data transfer and financial reporting.
• ERP and CRM Integration: Check if the software integrates with your ERP and CRM systems to provide a holistic view of your financial and operational data.

5. Scalability:

• Growth Potential: Choose software that can grow with your business. It should accommodate increased invoice volumes and additional users without significant performance issues or additional costs.
• Modular Features: Look for a solution that offers modular features, allowing you to add functionalities as needed.

6. Security and Compliance:

• Data Protection: Ensure the software has robust security measures in place to protect sensitive financial data from unauthorized access and breaches.
• Regulatory Compliance: The software should comply with relevant financial regulations and standards, such as GDPR, SOX, and PCI-DSS, to ensure legal compliance.

7. Cost and Pricing Structure:

• Transparent Pricing: Review the pricing plans and ensure there are no hidden costs. Compare the cost against the features offered to ensure value for money.
• Free Trial or Demo: Opt for software that offers a free trial or demo period, allowing you to test its features and usability before committing.

8. Customer Support and Training:

• Support Options: Check the availability of customer support, such as live chat, phone support, and email. Good customer support can resolve issues quickly and minimize downtime.
• Training Resources: Look for software that provides comprehensive training resources, including tutorials, webinars, and documentation, to help your team get up to speed.

9. User Reviews and Ratings:

• Peer Feedback: Research user reviews and ratings on platforms like Capterra, G2, and GetApp. Feedback from other users can provide insights into the software’s performance and reliability.
• Case Studies: Explore case studies and testimonials to see how other businesses have successfully implemented the software and the benefits they experienced.

By carefully considering these factors, you can select the supplier invoice software that best fits your business needs, streamlining your invoicing processes and improving overall efficiency.

Integrations with Other Business Tools

1. Accounting Software: Seamless data transfer and unified financial reporting.
2. ERP Systems: Centralized data and streamlined workflows.
3. Sales CRM Systems: Enhanced supplier management and communication.
4. Procurement Systems: Automated purchase orders and synchronized inventory.
5. Payment Gateways: Efficient payment processing and real-time tracking.
6. Expense Management Software: Comprehensive tracking and policy compliance.
7. Document Management: Centralized storage and automated document capture.
8. Project Management with Invoicing: Budget tracking and resource allocation.
9. BI Tools: Advanced reporting and data-driven decisions.
10. Compliance Tools: Regulatory adherence and audit trail management.

Conclusion

Choosing the right supplier invoice software can boost your accounts payable efficiency and strengthen supplier relationships. Evaluate key features, pricing, and user reviews to find the best fit for your business.