Top accounts payable software that is compatible with QuickBooks in 2025

QuickBooks is a widely trusted accounting solution for small and midsize businesses, offering built-in tools for managing accounts payable—from invoice tracking to bill payments. Many finance teams choose to expand these capabilities with integrated AP automation tools.

These integrations can help reduce repetitive tasks, accelerate approvals, and improve visibility even more—while keeping QuickBooks as the system of record. The ideal solution will depend on your business’s needs: smaller teams may prioritize simplicity and fast setup, while larger or multi-entity organizations may look for more advanced workflows and controls.

This guide breaks down the best AP software that is compatible with QuickBooks and how to choose the right one for your finance team.

Why businesses couple QuickBooks with AP-compatible software

QuickBooks provides essential AP functionality—such as invoice tracking, bill payments, and basic approval workflows—that works well for many small and midsize teams. As businesses start to scale, invoice volumes increase and more stakeholders get involved in approvals. This is why finance teams often choose to enhance their QuickBooks environment with AP automation software.

These tools work alongside QuickBooks to streamline the invoice-to-payment cycle, improving visibility and reducing manual touchpoints—without changing how QuickBooks handles accounting.

For example, using an AP automation tool allows teams to capture invoices automatically, reduce manual entry, and speed up processing times. These tools also improve approval workflows by routing invoices to the right stakeholders, sending timely reminders, and providing real-time dashboards that help monitor invoice status and forecast upcoming payments more accurately.

With the right integration in place, teams can scale invoice volume, accelerate approval cycles, and reduce processing costs—while continuing to use QuickBooks as their main source of truth.

Top features to prioritize in QuickBooks-compatible AP tools

Not all AP automation platforms integrate smoothly with QuickBooks, and even fewer are designed to support the specific workflows and scaling needs of QuickBooks users. Whether you're looking to reduce manual entry, tighten approval controls, or gain more real-time insight into payables, these are the features worth prioritizing when evaluating AP software that works with QuickBooks:

OCR data capture: This feature automatically pulls invoice data from PDFs, emails, and scans. A quality system will capture line-item details, not just header information, which is crucial for eliminating manual entry and reducing errors.

Automated approval workflows: This allows you to automatically send invoices to the correct approvers based on rules you set, such as invoice amount, department, or vendor. Consequently, your team no longer has to chase down approvals or wait for someone to return from vacation.

Real-time synchronization: A real-time sync ensures your AP system and QuickBooks are always aligned. This means vendor details, GL codes, and payment statuses remain consistent across both platforms without requiring duplicate data entry.

Global payment capabilities: You can process domestic and international payments through various methods, including ACH, check, wire, or virtual cards. More advanced systems also allow you to manage multiple business entities from a single dashboard while keeping their books properly separated.

Security and compliance: These features protect your financial data using tools like encryption and role-based access controls. They also provide complete audit trails that document every action taken within the system, showing who did what and when.

Real-time sync with QuickBooks: How data flows between systems and why it’s important

A real-time sync establishes a continuous, live connection between your AP software and QuickBooks. Unlike batch updates that might only run overnight, a real-time sync ensures that any change made in one system is reflected in the other almost immediately.

The sync works through secure API connections:

• When an invoice is processed in your AP system, it appears in QuickBooks as a bill
• When a payment is recorded in QuickBooks, the status updates in your AP system
• Vendor information, chart of accounts, and other master data stay consistent across both platforms

This two-way communication eliminates duplicate data entry and significantly reduces the potential for errors. For example, if a vendor's address is updated in QuickBooks, that change automatically appears in your AP system. The reverse is also true, ensuring both platforms always contain the same current information.

This synchronization also helps prevent major reconciliation headaches at the end of the month. Without it, your team would need to manually compare the two systems to find discrepancies. With a live sync, however, your QuickBooks reports will always include all processed invoices, even those that are still pending approval.

The top QuickBooks-compatible AP software

With so many accounts payable tools on the market, it’s important to choose one that integrates smoothly with QuickBooks and aligns with your team’s workflows. Here are some of the top platforms that work well alongside QuickBooks.

1. Ramp

Ramp offers a modern AP automation software that integrates directly with QuickBooks Online. Its AP product, Ramp Bill Pay, is built into the broader Ramp platform and helps teams manage everything from invoice capture to approvals and payments—all while syncing with QuickBooks in real time. You can sync accounting fields, transactions, reimbursements, payments, cashback, purchase orders, vendor bills, vendor bill payments and credits. Even better, businesses can eliminate manual verification with Ramp’s 3-way matching of purchase orders, receipts, and invoices.

More key features of Ramp’s AP software and integration with QuickBooks Online includes:

• AP aging reports: Directly access your AP Aging Report within Ramp Bill Pay
• Custom field integration: Ramp imports custom fields for coding, treating them like standard fields. Required fields are auto-enabled, with optional fields activated in accounting settings
• Automatic vendor creation: Ramp can add new vendors from transactions to QuickBooks (available to Owner, Admin, and Bookkeeper roles). Vendors are created after transactions are clear
• Multi-line invoice coding: Split invoices into multiple categories in Ramp Bill Pay by coding each line item individually
• Mid-payment switching: If you switch accounting software, Ramp syncs bills for initiated payments, even mid-transition
• Bill importing: While you can mark bills as paid outside Ramp, importing already-paid bills into Ramp is not supported
• Receipt sync: Receipts uploaded in Ramp are automatically attached to transactions in QuickBooks
• AI-powered invoice ingestion: Use advanced OCR to intake invoices, coupled with smart approval routing and flexible payments via ACH, check, card, or wire

Ramp is ideal for growing companies, small businesses, and mid-market organizations looking to consolidate AP, procurement, expense management, and more into one platform. Integrating with QuickBooks Online requires an active QuickBooks Online account for a US or CA Company.

Pricing model: Depending on the level of complexity, Ramp’s QuickBooks Online integration comes with its free tier. More advanced integration features for QuickBooks Online and Desktop are included in Ramp Plus, which starts at $15 per user per month.

2. Tipalti

Tipalti is an AP automation platform with a strong focus on global payment workflows and regulatory compliance. It integrates directly with QuickBooks Online and QuickBooks Desktop, allowing businesses to sync vendors, bills, and payment data across systems. The platform supports invoice capture, tax form collection, early payment discounts, and payments in various currencies.

This solution is more suitable for businesses with international AP needs or strict tax and compliance requirements.

Pricing model: Tipalti’s starter plan starts at $99/month which includes integrations with ERPs. Their website does not explicitly state which ERP integrations are available. It’s best to contact their team for specific details.

3. Plooto

Plooto is an AP and AR solution built primarily for small businesses. It integrates with QuickBooks Online via a direct API connection and supports invoice management and payment workflow automation. This includes the ability to import bills, invoices, bank accounts, and more. While Plooto lacks some of the advanced automation or global capabilities offered by other platforms, it makes up for it with a simple setup.

Plooto is used by startups and small businesses that want to eliminate paper checks, reduce approval delays, and automate basic AP tasks.

Pricing model: They provide a free trial and their Go plan starts at $9 per month, but it’s only for clients. The Go plan includes their QuickBooks integration. Plooto’s Grow plan is $32 per month and is not restricted to just clients.

4. Stampli

Stampli focuses on AP automation through collaboration. Its integration with QuickBooks Online and Desktop enables businesses to sync invoice data such as vendor lists, GL accounts, and more. Their features include approval workflows and payment statuses, while centralizing communication around each invoice. Stampli’s AI assistant also helps suggest GL codes and detect duplicates. However, Stampli’s pricing is often much higher than other AP solutions.

This solution is suited for mid-sized organizations that prioritize communication, audit trails, and shared visibility across departments.

Pricing model: Stampli’s pricing is not available online and depends on your business size. Contacting their team for details is required.

5. Airbase

Airbase offers a spend management platform that includes AP tools. It integrates with QuickBooks Online to sync bills, vendors, and payment activity. The integration is able to automatically code expenses directly to QuickBooks while automating parts of the reconciliation process. You can also issue physical cards, virtual cards, and manage different payment types. However, Airbase’s software may be heavier than necessary for smaller teams looking for plug-and-play simplicity.

This solution is suited for mid-sized companies that want to manage AP that don’t need the full flexibility of enterprise-level tools.

Pricing model: Pricing is not publicly available and requires contact with their sales team.

How to choose the right AP software to use with QuickBooks

When evaluating AP automation solutions that integrate with QuickBooks, it’s not just about standalone features—it’s about how well those features work with the version of QuickBooks your team uses. Let’s break down key considerations your business needs to evaluate.

Business size and operational complexity

Smaller teams using QuickBooks Online often benefit from tools that offer fast setup, intuitive interfaces, and direct API connections. If you’re a team of under 10, you likely want something that doesn’t require IT involvement and can start syncing data immediately.

Mid-sized and growing companies may need support for multi-user roles, department coding, and approval workflows. In these cases, it’s important to ensure your AP tool not only syncs with QuickBooks but supports entity-level or department-specific GL mappings.

Larger organizations—especially those using QuickBooks Enterprise—may have more complex reporting, class tracking, or field-level customization needs. It’s important to choose an AP tool that can either match those configurations or map cleanly into them without breaking your chart of accounts.

Invoice volume and process automation

If you're processing fewer than 100 invoices per month in QuickBooks, most tools with basic OCR and two-way sync will cover your needs. However, as your volume grows, you’ll want to ensure the solution supports batch processing and exception handling—and more importantly, that it does so without duplicating records or requiring manual reconciliation in QuickBooks.

For high-volume teams (500+ invoices/month), look for integrations that include real-time syncing, automatic GL coding, and multi-entity support to reduce the workload on your finance team and avoid bottlenecks in QuickBooks reporting.

Multi-entity and global support

QuickBooks Online supports multi-entity structures with class and location tracking, but not all AP tools do. If you’re managing multiple entities, ensure your automation tool can separate entities and map transactions to the right classes or locations during sync.

For businesses handling international payments, check that your AP platform can process multi-currency payments, apply exchange rates, and sync that data accurately into QuickBooks—especially for audit and reporting purposes. Ramp and Tipalti both offer robust support here.

Workflow complexity and control

QuickBooks handles basic bill approvals, but if you need multi-level routing, conditional logic, or role-based permissions, make sure the AP tool can manage that workflow and push approval data back into QuickBooks cleanly. Otherwise, you risk approval status data being lost between systems.

Budget and total cost of ownership

Finally, cost matters—but so does return on investment. Look beyond flat monthly fees to assess the true cost of integration with QuickBooks: Does the solution charge for each sync? Are there user limits? Is there an additional cost for Desktop vs. Online support? A good AP solution should not only reduce processing costs but also eliminate time spent manually adjusting or reclassifying transactions in QuickBooks—saving your team hours each month.

Automate your AP process with Ramp and QuickBooks

QuickBooks is a trusted accounting platform for businesses of all sizes, offering built-in AP tools that help manage invoices, bills, and vendor payments. By integrating Ramp’s AP automation solution with QuickBooks, finance teams can simplify even more of their workflows—reducing manual entry, accelerating approvals, and gaining real-time visibility across the entire invoice-to-payment cycle.

Don’t just take it from us. Bubble modernized its AP process by integrating Ramp alongside QuickBooks, savingly nearly $130,000 a year.

“The integration between QuickBooks and Ramp has made bookkeeping a lot easier. We’re able to push everything that happens on the Ramp platform to QuickBooks. It also helps to reconcile expenses more easily, because you’re able to leave a very clear trail.” —Yiwen Ding, Controller at Bubble

Read Bubble’s full customer story here.

Looking to do the same? Connect Ramp with QuickBooks to streamline AP.