5 of the best accounts payable software solutions for small businesses

Common AP challenges for small businesses

Small businesses struggle with limited resources, manual processes, and disconnected tools. This often means that simple tasks, like paying a vendor or approving an invoice, end up taking more time than they should. The best accounts payable software can solve these problems, but only if it’s built with your needs in mind.

Here’s what to watch for:

• Limited time and resources: Look for tools that automate invoice capture, approvals, and payments—plus features like bulk payments and status tracking to cut manual work.
• Ease of use: Choose a platform that’s easy to set up and navigate, even without IT support. In-app guidance and fast onboarding help drive adoption.
• Lack of integrations: Prioritize AP tools that sync in real time with platforms like QuickBooks, Xero, or Sage to avoid data silos and manual entry.
• Tight budgets: Find a solution with transparent, flexible pricing with no hidden fees or high setup costs. Pay for what you actually use.

Great AP software helps small businesses process invoices faster, avoid costly mistakes, and stay on top of payment deadlines. It’s not about automating for the sake of it.

What is accounts payable software for small businesses?

Accounts payable software for small businesses is a tool that helps you manage vendor invoices, approvals, and payments in one centralized system. It replaces manual processes—like entering invoice data by hand, tracking approvals in email threads, or cutting physical checks—with automation that saves time and reduces errors.

For small businesses with lean finance teams, AP software is especially useful for:

• Capturing and coding invoices automatically
• Routing approvals based on custom rules
• Scheduling and sending payments via ACH, card, or check
• Keeping vendor records organized
• Tracking what’s been paid and what’s still outstanding

Unlike enterprise platforms that can be complex and resource-heavy, AP software for small businesses is typically designed to be easy to set up, integrate with tools like QuickBooks or Xero, and scale with your operations.

Features small businesses should look for in AP software

Here are the accounts payable software 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.

5 of the best accounts payable software for small businesses

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 Bill Pay

Best for: AI-powered AP automation and ease of use

Ramp Bill Pay is a leading accounts payable software solution for small businesses looking to simplify their finances while keeping costs low.

t’s designed to streamline the entire invoice lifecycle—from intake to final payment—with minimal manual input. Using 99% accurate OCR, it captures invoice data at the line-item level, applies smart coding, and routes approvals based on customizable workflows. It also supports PO-based verification to catch discrepancies before payment.

Ramp Bill Pay supports companies of all sizes—small businesses, mid-market teams, and enterprises—looking to process invoices, speed up approval cycles, and improve cash flow visibility. On average, customers manage their AP 2.4x faster than with legacy systems¹.

Ramp currently holds a 4.8/5 star rating on G2 and is ranked as the #1 easiest accounts payable solution. On TrustRadius, it’s rated 9.2/10.

Key features

• AI-powered invoice capture and coding with up to 99% accuracy
• Autonomous agents that assist with coding, flag fraud risks, summarize approval histories, and complete eligible card-based payments
• Customizable approval workflows, with role-based access, permissions, and segregation of duties
• Two-way and three-way matching to verify invoice details against purchase orders and prevent overbilling
• Real-time ERP syncing with systems like NetSuite, QuickBooks Online, Sage Intacct, Xero, Acumatica, and others
• Built-in vendor management tools for W-9 collection, TIN matching, 1099 tracking, and a secure vendor portal
• Global and domestic payment support, including ACH, card, and wire transfers—with zero domestic fees
• Support for 185+ countries, including local card issuance in 40+ markets

Ramp Bill Pay functions as a standalone AP system or as part of Ramp’s unified finance platform, which also includes corporate cards, expense tracking, and procurement. Companies using the full platform report average annual savings of 5%².

Why small businesses 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 real-time 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. Paylocity

Paylocity (formerly 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

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

Pricing

Paylocity 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.

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. Their AP software for large businesses requires custom pricing with specific requirements.

How does AP software benefit small businesses?

Accounts payable software helps small businesses cut costs, improve cash visibility, reduce errors, and build more reliable vendor relationships. By replacing manual processes with digital workflows, it removes common bottlenecks and reduces the risk of mistakes.

Lower costs

Automated invoice processing significantly reduces the cost per invoice—some businesses cut processing expenses by more than 50%. With automation handling data entry, routing, and approvals, existing teams can handle more volume without needing to hire. Going digital also means no more printing, postage, or storage costs. And with better scheduling, you’re more likely to capture early payment discounts.

Better cash flow visibility

Real-time dashboards let you monitor pending invoices, payment statuses, and upcoming liabilities at a glance. This helps you schedule payments more strategically, so you stay liquid while still meeting vendor terms. Faster processing also means fewer delays and more control over outgoing cash.

More accuracy and stronger controls

Automated data capture helps eliminate duplicate payments, typos, and missed invoices. Fraud protection tools—like invoice matching and transaction monitoring—add another layer of control. And with everything logged automatically, audit prep becomes faster and easier.

Stronger vendor relationships

Consistent, on-time payments help build trust with suppliers and reduce the risk of late fees or disruptions. Some platforms also offer vendor portals, giving suppliers visibility into their payment status and reducing back-and-forth emails. When vendors trust your payment process, you’re in a better position to negotiate favorable terms.

Choose the best-rated AP software for small businesses

The best AP automation solutions should reduce or eliminate manual tasks, provide better visibility into cash flow, and ensure on-time payments without complex processes or extensive resources. And that’s where Ramp wins.

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.

1. Based on Ramp's customer survey collected in May’25

2. We calculate average savings as a percentage of an illustrative customer's total card spending when using Ramp features designed to reduce business expenses. Keep in mind that this percentage is an estimate, not a guarantee. Ramp delivers savings from more than just card spending; savings can also come from non-card expenses so we may factor decreases to non-card spending into our calculation. For example, savings may result from reduced time spent on manual expense tracking, the financial benefit of cash back or other rewards, smarter expense monitoring, and eliminating costs associated with alternative solutions. Our calculations are based on platform data, industry research, customer surveys, and info on alternative options. Your actual savings may vary.