How to choose AP software for small businesses: A quick guide

For many small businesses, managing accounts payable is a shared responsibility—not a dedicated function. Controllers, operations leads, finance managers, and even founders often find themselves juggling invoice approvals, vendor payments, and month-end close tasks alongside everything else.

Although small teams typically work with leaner resources and tighter budgets, that doesn’t mean automation is out of reach. Modern AP software offers small businesses an affordable way to reduce manual work, prevent costly mistakes, and gain more control over cash flow.

In this guide, we’ll break down the common AP challenges small businesses face, what features matter most when choosing a solution, and five of the best AP automation software for small businesses—based on trusted insights from G2.

AP challenges for small businesses (and what to look for)

Managing accounts payable can be a daily struggle for small businesses. Limited resources, manual processes, and disconnected tools often mean that simple tasks—like paying a vendor or approving an invoice—end up taking more time than they should.

The right AP automation software can relieve this pressure, but only if it directly addresses the pain points small teams face every day. Below, we break down some of the most common challenges and what to prioritize when evaluating solutions.

1. Limited time and resources

The challenge: For small teams, AP tasks like entering invoice data, tracking down approvals, or sending payments often compete with more strategic work. It’s easy for things to fall behind—or slip through the cracks entirely.

What to look for: Choose a solution that automates repetitive tasks like invoice capture, routing, and payment scheduling. Time-saving features like bulk payments, approval workflows, and real-time status tracking can help reduce manual work and keep processes moving without constant follow-up.

2. Ease of use

The challenge: Without dedicated IT support or formal training, a complicated system can become more of a burden than of help. If the platform isn't easy to use, adoption will suffer—and so will your process.

What to look for: Look for a platform with a simple, intuitive interface that’s designed for non-technical users. The setup process should be fast, and there should be accessible guidance—whether that’s in-app help, tutorials, or live support. Ideally, your team should be up and running within a day.

3. Integration with your existing tools

The challenge: Most small businesses already rely on platforms like QuickBooks, Xero, or Sage to manage finances. If your AP tool doesn’t integrate smoothly, you risk creating more problems than you solve.

What to look for: Prioritize solutions with native integrations for your accounting software. Real-time syncing of vendor records, payment data, and GL coding will help keep everything aligned. Avoid platforms that rely on manual exports or middleware to get basic data where it needs to go.

4. Working within a budget

The challenge: For small businesses, every dollar counts. AP software that comes with steep setup costs or unclear pricing can feel out of reach.

What to look for: Focus on platforms with transparent, usage-based pricing and no hidden fees. Flexible pricing tiers—based on invoice volume or number of users—can help you find the right fit without overpaying. Always ask about implementation or support fees when comparing vendors.

Key takeaways

While every small business operates differently, the roadblocks to managing AP tend to look familiar: limited time, lean teams, and the need to make every tool count. The best AP software for small businesses doesn’t just digitize the workflow—it makes it easier to manage, easier to scale, and easier to trust.

By choosing a solution that aligns with your day-to-day realities, you’ll spend less time on busywork and more time growing your business.

AP features that matter for small businesses

Small businesses don’t need bloated, enterprise-level software to manage accounts payable. They need something simple, effective, and easy to get up and running without a steep learning curve or a long list of unused features.

Here are the AP automation features that actually make a difference for small teams trying to save time, avoid errors, and stay on budget.

1. Invoice capture that’s quick and reliable

Invoice entry is one of the most repetitive—and error-prone—parts of the AP process. For small teams, it’s also a major time drain. That’s why simple, accurate invoice capture is essential.

The best tools remove the need for manual data entry by automatically extracting details from invoices sent by email, uploaded via mobile, or scanned as PDFs. These features allow businesses to route incoming invoices into the system without needing specialized scanners, IT support, or custom setup.

2. Flexible approval workflows

When headcount is limited, approvals can easily become a bottleneck, especially if your process depends on someone checking their inbox at the right time.

AP software for small businesses should simplify this process by enabling clear, lightweight workflows. Many platforms offer rules-based approvals that automatically route or approve low-risk invoices—such as those under a certain dollar amount—so your team isn’t chasing signatures for routine transactions. Mobile approvals can also help, giving business owners or managers the ability to review and sign off wherever they are.

3. Integration with your existing accounting software

Small businesses typically rely on accounting platforms like QuickBooks Online, Xero, or Sage. An AP tool that doesn’t connect directly to those systems can end up creating more work than it saves.

Seamless integration ensures that invoice data, vendor records, and payment details sync automatically without needing to export spreadsheets or manually re-enter information. This kind of connection keeps your financial data clean and consistent while reducing the risk of errors.

4. Streamlined payment processing

Processing payments manually—especially through paper checks—is still common in small businesses, but it's also one of the easiest areas to modernize. The right AP software allows you to send payments via ACH, virtual cards, or direct deposit, helping reduce both costs and delays.

Tracking where each payment stands and flagging issues early are also features to look for. For small teams, the ability to manage all outgoing payments in one place simplifies workflows and provides a level of oversight that’s often missing from manual systems.

5. Simple, useful reporting

You don’t need enterprise-grade analytics to run your business—you just need to know what’s been paid, what’s overdue, and how much you’re spending by vendor.

A reliable AP platform makes these insights easy to access and easy to share. Basic reports like invoice aging or categorized spend summaries give you the visibility you need to make decisions, spot problems early, or share updates with advisors. The ability to export reports to Excel or Google Sheets is another helpful touch, especially if you’re working with an outside accountant or part-time finance lead.

Key takeaways

The best AP software for small businesses doesn’t try to do everything—it focuses on doing the essentials well. Automation should simplify your workflows, not replace your judgment. By choosing a tool that aligns with your daily needs, your budget, and your existing systems, you can build an AP process that runs smoothly behind the scenes.

At a glance: Accounts payable software for small businesses compared

With so many options on the market, choosing the right accounts payable software for your small business can feel overwhelming. Here’s our breakdown of top-rated contenders.

1. Ramp

Ramp is the top AP software choice for small businesses looking to simplify their finances while keeping costs low.

Ramp is a financial automation platform that combines expense management, corporate cards, and AP automation into one streamlined tool. With an intuitive interface and AI-powered features, customers can process bills, keep approvals moving, and take control of cash flow in one place without adding headcount.

Are we biased? Maybe. But Ramp’s exceptional performance isn’t just our opinion. Reviewers give Ramp 4.8 out of 5 stars, and G2 rates it as the #1 easiest-to-use accounts payable automation software.

Key features

• Automated invoice processing: Capture invoices digitally, and the software converts them into an electronic format to ensure invoice information is searchable and prime for automation. Upload invoices, and our AI automates data entry to handle matching and reconciliation.
• Streamlined payments: Ramp payment method options include check, card, ACH, and wire transfer. You can also pay multiple bills to one vendor in a single transaction with the Batch Payments feature.
• Customizable approval workflows: Build smart approval workflows and get alerts for errors or overbilling to maintain better control over cash flow
• Real-time reporting: Access up-to-date insights into expenses, payments, and budgets
• Assignable user roles: A range of user roles and permissions allow you to manage financial operations effectively while maintaining internal controls and security

Why customers choose Ramp

• Cost-effectiveness: No need to worry about costs per user when using Ramp Bill Pay with the free tier. All finance team members can use Ramp Bill Pay without charge for domestic payments at the free tier.
• Simplicity: Ramp offers a single platform for consolidating workflows between accounts payable, expense management, and procurement
• Speed: One-step bill import, 99% accurate AI matching for invoices, automatic bill routing, and easy approvals eliminate the need for tedious manual data entry and improve visibility into company spending

Serviceable markets

Ramp is ideal for small to mid-sized businesses looking for an affordable way to automate their AP workflows.

Pricing

Ramp's free tier gives you all the tools you need to modernize your finance operations. This includes an unlimited number of no-annual-fee corporate cards, integration with your existing accounting software, expense management with spend control, and savings insights.

The free tier also includes Ramp’s time-saving features—like OCR-powered invoice capture, built-in approval workflows, and flexible payment options including ACH, checks, and more.

Upgrading to the Plus package at $15 per user per month gives you access to advanced approval workflows, batch payments, and payment release approvals. Ramp’s Enterprise package offers scalable pricing for additional features and dedicated support.

2. Sage Intacct

Sage Intacct is a flexible accounting and financial management platform with several accounting applications, including a general ledger, accounts payable, accounts receivable, and cash management. G2 reviewers give it 4.3 out of 5 stars.

Key features

• Streamline the invoice approval process to reduce bottlenecks and delays
• Connect with several other popular apps and tools, including Salesforce, Gusto, Jirav, and Ramp
• Provides multi-entity and multi-currency support for complex businesses with international transactions

Serviceable markets

Sage Intacct caters to mid-sized businesses with advanced accounting needs. It offers specialized features for certain industries, including nonprofits, software-as-a-service (SaaS), professional services, financial services, and more.

Pricing

Sage Intacct pricing is available on a custom-quote basis. You need to contact Sage for a consultation to receive tailored pricing based on your business’s needs and usage.

3. Melio

Melio is a B2B payments solution designed for small businesses. It provides simplicity, making it a good option for small business owners who want to streamline their AP processes without learning overly complex software and paying for features they won’t use.

G2 users give Melio 4.5 out of 5 stars, but several reviewers complain of occasional delays in processing certain payments.

Key features

• Sync, scan, or upload invoices, and Melio’s AI captures essential details to automate data entry.
• Melio integrates with QuickBooks or Xero for smooth data synchronization.
• Pay vendors via credit cards or ACH bank transfers, even if the vendor doesn’t accept cards.

Serviceable markets

Melio is tailored to small businesses that need an easy-to-use AP solution without unnecessary features.

Pricing

Melio offers a free plan that includes sending up to five free monthly ACH transfers and 10 syncs with QuickBooks Online or Xero. Upgrading to the core plan for $25 per month or the Boost plan at $55 per month gives you more ACH transfers.

4. Airbase

Airbase is a spend management platform combining accounts payable, corporate cards, and expense management. It’s designed to give mid-market businesses visibility and control over their spending while automating AP workflows. It received 4.7 out of 5 stars from reviewers on G2.

Key features

• Simplify vendor onboarding, invoice capture, approval, and payment processes to reduce manual effort
• Automate matching invoices against synced NetSuite purchase orders and item receipts to reduce overspending
• Pay vendors in 145+ currencies through check, ACH, virtual card, international wire, or vendor credits

Serviceable markets

Airbase targets mid-sized businesses and startups with 100 to 5,000 employees that are scaling rapidly and require a unified financial management platform.

Pricing

Airbase offers tiered pricing based on the size and needs of your business, but pricing isn’t publicly available. You’ll need to schedule a demo to get a quote.

A month of work done in minutes.

Handle 10x the invoices in half the time. Our standard tier is free.

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5. BILL AP & AR

BILL AP & AR (formerly known as Bill.com) is an AP and AR automation platform designed to simplify financial operations for small and mid-market businesses. G2 reviewers give it 4.4 out of 5 stars.

Key features

• Automates invoice capture, approval, and payment to reduce manual entry and errors
• Offers flexible payment options, including ACH, credit card, check, and international wire transfers in over 130 currencies
• Integrates with QuickBooks, Xero, Sage, Oracle NetSuite, and Microsoft accounting platforms

Serviceable markets

BILL caters to small and mid-sized businesses. Its scalability makes it a solid choice for growing organizations with complex payment needs.

Pricing

BILL AP & AR offers tiered pricing plans starting at $45 per user per month, with advanced features available at higher tiers. Custom pricing is available for larger businesses with specific requirements.

Choose the best-rated AP software for small businesses

Your accounts payable automation software should reduce or eliminate manual tasks, provide better visibility into cash flow, and ensure on-time payments without complex processes or extensive resources. The best solutions go beyond automation to help you optimize cash flow, reduce errors, and save time.

That’s where Ramp shines. As a modern, intuitive platform, we’ve become a top choice for small businesses that want to streamline their AP processes. But you don’t have to take our word for it. Our customers are happy to share the AP automation success stories they’ve had with Ramp.

Take Sandboxx, a communication platform for military members, for example. The company saw significant benefits by consolidating processes across Expensify, Bill.com, and American Express into Ramp. By using Ramp Bill Pay as an alternative to BILL along with other Ramp products, the transition simplified Sandboxx’s AP workflows while also saving them 10 hours each month.

“I was spending four hours a month on Expensify, two hours a month on Amex, and probably five hours a month on Bill.com,” explains Sam. “And now, I’m just spending a little bit of time in Ramp.

Ramp is more than just accounts payable software. With features designed to save time, reduce costs, and improve financial visibility, it’s a smarter way to manage your accounts payable.

Learn more about what Ramp Bill Pay can do for your finance team.