Top 6 AP Automation Software for Quickbooks in 2024

As businesses grow, managing accounts payable (AP) manually can become cumbersome and error-prone, especially for QuickBooks users needing streamlined workflows, enhanced accuracy, and real-time financial insights. Here’s a list of the best AP automation software tools for QuickBooks users, starting with Centime.

What to Look for in AP Automation for QuickBooks

When selecting AP automation software to pair with QuickBooks, key features to prioritize include seamless integration and two-way synchronization. This type of integration ensures that data flows smoothly between systems, reducing manual data entry errors and maintaining up-to-date records. Automated data capture with optical character recognition (OCR) is another valuable feature, saving time by reading invoice details accurately, which is especially helpful for companies handling high invoice volumes.

Customizable approval workflows are also essential. They allow businesses to tailor invoice processing steps based on their own rules and team structures, ensuring smoother and faster approvals. Additionally, scalability is an important factor—choosing software that can grow alongside the business ensures it will continue to support operational needs as transaction volumes increase.

Finally, flexibility in vendor payments enables businesses to cater to varied vendor preferences, like ACH or digital payments. This flexibility improves vendor relationships and allows QuickBooks users to make secure payments without the complexity of manual processing.

What is the Best AP Automation Software for QuickBooks Users in 2024?

1. Centime: Best overall solution for teams on QuickBooks
2. Tipalti: Best solution for international payments
3. Airbase: Best solution for all-encompassing spend management
4. Stampli: Best solution for collaborative invoice management
5. BILL: Best solution for small businesses with simple AP needs
6. Yooz: Best solution for advanced OCR

Overview: Centime redefines AP automation for QuickBooks users with its holistic approach to cash management. Unlike traditional AP tools that handle only invoices and payments, Centime integrates a full suite of financial tools designed to optimize every aspect of a business’s cash flow—from AP and AR to forecasting and liquidity management. This all-in-one solution uniquely enables QuickBooks users to seamlessly automate invoice capture, manage approvals, execute payments, and forecast cash flow, all from within QuickBooks.

Key Features:

• Turnkey QuickBooks Integration: Centime’s deep integration allows for instant connectivity with QuickBooks, enabling real-time data synchronization without manual data entry. This seamless sync ensures that businesses have a “single source of truth” for all their financial data without needing additional workflows or switching between platforms.
• Comprehensive Cash Management Beyond AP: Centime stands out as the only solution on this list that fully integrates cash flow forecasting, AP, AR, and supplier management. This centralized platform provides QuickBooks users with unparalleled visibility into their entire cash ecosystem, helping them make more informed decisions and strategically plan around liquidity and working capital needs​.
• AI-Powered Automation with Unmatched Accuracy: Leveraging advanced AI and machine learning, Centime automates the capture, coding, and approval of invoices, reducing manual intervention and ensuring high accuracy. This allows businesses to reduce processing costs by up to 70% and capture significant cash-back opportunities through Centime’s vendor payment rebates​.
• Dedicated White-Glove Support: Centime’s commitment to customer success is reflected in its white-glove support model. Each customer is paired with a Centime Success Manager to streamline onboarding and maximize platform use, ensuring that QuickBooks users can leverage every tool Centime offers from day one​.

Pros of Centime

• Unmatched Integration Depth and Simplicity: Connects directly to QuickBooks with minimal setup, providing instant access to Centime’s robust AP, AR, and cash flow management tools.
• Earn Cash-Back on Payments: Centime’s AP solution is designed to pay for itself, offering users cash-back rebates on eligible vendor payments.‍
• Real-Time Financial Insights: Provides data-driven insights into cash flow, empowering businesses to optimize their financial strategies and strengthen their position with vendors.

Cons of Centime

• Limited to domestic payments only; does not currently support international payments.
• Primarily optimized for QuickBooks, Sage Intacct, and NetSuite users, limiting compatibility with other ERPs.

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Overview: Tipalti is tailored for QuickBooks users with a global supplier base, offering multi-currency support, tax compliance, and a self-service supplier portal. Its international payment capabilities and security features make it a go-to for companies with complex AP needs.

Key Features:

• Multi-Currency Support: Tipalti processes payments in over 120 currencies and manages tax compliance for global transactions.
• Advanced Fraud Protection: Provides fraud detection and compliance features critical for high-risk transactions.
• Automated Invoice Processing: Automates everything from invoice capture to approval, reducing the manual workload and minimizing errors.

Pros of Tipalti

• Ideal for international businesses requiring robust compliance and security
• Built-in tax compliance and multi-language support
• Comprehensive QuickBooks integration for smooth workflows

Cons of Tipalti

• Requires 2-3 months for full implementation
• Limited customization options in reporting

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Overview: Airbase combines AP automation with an all-encompassing spend management solution, allowing QuickBooks users to oversee expenses, approvals, and vendor payments in one place. Its interface is user-friendly, making it ideal for finance teams seeking efficient control over company spending.

Key Features:

• Full Spend Management Suite: Includes virtual cards, automated vendor payments, and custom approval workflows.
• Integration with QuickBooks: Syncs seamlessly, providing a real-time view of AP and expense data within QuickBooks.
• Enhanced Financial Controls: Set budget limits, manage approvals, and get insights on spend com

Pros of Airbase

• Consolidates AP and expense management into a single dashboard
• Easy-to-use, with intuitive interfaces suitable for finance teams of all sizes
• Real-time financial control and reconciliation

Cons of Airbase

• High cost for smaller teams
• Limited mobile support functionality

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Overview: Stampli offers a central hub for AP tasks with an emphasis on team collaboration. QuickBooks users benefit from its real-time chat and communication tools, which streamline invoice approvals and improve team transparency.

Key Features:

• AI-Driven Invoice Processing: Uses AI to capture, code, and route invoices for approval, drastically reducing manual data entry.
• Collaborative Platform: Real-time chat functionality within the platform allows team members to resolve issues quickly, ideal for businesses with complex workflows.
• QuickBooks Integration: Provides a synchronized AP environment, ensuring data accuracy between Stampli and QuickBooks.

Pros of Stampli

• Simplifies communication across teams, reducing delays in approvals
• Customizable workflows and easy invoice capture with AI
• Strong QuickBooks integration with real-time visibility into payments

Cons of Stampli

• Lacks comprehensive cash management features
• Focused more on invoice processing than payment execution

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Overview: BILL (formerly Bill.com) is a straightforward AP automation tool that integrates well with QuickBooks, providing invoice data capture, routing, and payment capabilities ideal for smaller businesses.

Key Features:

• QuickBooks Sync: Integrates directly with QuickBooks, automating data entry and AP workflows.
• Automated Approval Routing: Allows teams to set up simple approval workflows for quicker AP processing.
• User-Friendly Dashboard: Easy to navigate, making it ideal for small businesses needing minimal setup and maintenance.

Pros of BILL

• Low cost and user-friendly, ideal for small teams or startups
• Real-time sync with QuickBooks for seamless financial management
• Automated workflows streamline AP processes

Cons of BILL

• Limited functionality for larger or more complex businesses
• Holds payments for up to 4 days, impacting cash flow for some users

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Overview: Yooz leverages advanced Optical Character Recognition (OCR) and machine learning to capture and code invoices with high accuracy. For QuickBooks users with high invoice volumes, Yooz can significantly reduce manual entry and improve efficiency.

Key Features:

• Advanced OCR Technology: Achieves high accuracy in capturing and coding invoices, ideal for high-volume processing.
• Real-Time PO Matching: Matches invoices with purchase orders, helping businesses manage inventory and spending effectively.
• QuickBooks Compatibility: Integrates directly, enabling QuickBooks users to access Yooz’s features without disrupting their existing workflows.

Pros of Yooz

• Reduces manual work through accurate OCR technology
• Efficient processing speed, ideal for companies with large AP volumes
• Cloud-based setup with mobile access

Cons of Yooz

• Limited customization in reporting and display options
• Steeper learning curve for new users

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‍For QuickBooks users, AP automation offers numerous advantages that address challenges unique to smaller teams and growing businesses. Manually processing accounts payable can be time-consuming and prone to errors, particularly with manual entry and paper-based workflows. AP automation software reduces these errors by capturing and processing data automatically, eliminating much of the manual workload.

Automated solutions also make it easier to manage compliance and audit readiness. By automatically tracking changes and approvals, AP automation creates reliable audit trails, which help ensure compliance and streamline the preparation of financial statements. For businesses managing cash flow closely, AP automation’s forecasting features provide an edge, offering insights into payables, liquidity, and payment timelines. This visibility allows QuickBooks users to plan strategically, manage working capital, and avoid late fees by scheduling timely payments.

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‍AP automation resolves several common issues that QuickBooks users face. First, manual data entry can lead to errors and delays. Automated tools capture and code invoice details, ensuring accurate records and freeing up the finance team to focus on higher-value tasks. Additionally, delays in approvals are reduced by automatic routing and mobile options for invoice approvals, which allow teams to review invoices even on the go.

QuickBooks users also benefit from enhanced cash flow visibility. AP automation provides real-time updates on outstanding invoices, payment schedules, and cash flow forecasts, helping businesses avoid overdrafts and optimize payment timing. This visibility is especially useful for managing supplier relationships, as it enables timely payments and better negotiation power with vendors. By addressing these pain points, AP automation empowers QuickBooks users to operate efficiently and strategically.

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Conclusion

For QuickBooks users, AP automation can drastically improve efficiency, reduce errors, and enhance cash flow management. Centime leads the pack with its all-in-one cash management and AP automation capabilities, but options like Tipalti and Airbase bring standalone strengths in international payments and spend management. To learn more about Centime, take an interactive tour today.