5 invoice approval systems for better approval in 2026

Handling invoices used to be a messy, time-consuming part of finance. Paper piling up, chasing approvals over email, manually checking amounts – it was easy for things to get lost, delayed or misrecorded. Luckily, modern invoice approval systems make life a lot easier.

Invoice approval systems automate approvals, streamline workflows and give finance teams full visibility over spend so you can focus on what really matters: keeping your business running smoothly.

We’ll cover what invoice approval systems are and walk you through five tools to make your invoice approval process in 2026 easy as pie.

Key takeaways:

• Invoice approval systems help businesses check, validate and approve supplier invoices before payment, turning a slow, error-prone process into a fast, transparent workflow.
• Automation saves time and reduces errors. From OCR-powered data capture to smart approval routing, modern systems take the manual work out of invoicing.
• Whether it’s accounts payable automation, procure-to-pay platforms, ERP workflow tools, document management/OCR solutions or vendor management software, there’s a tool for every setup; it’s all about finding the right solution for your business.
• The best systems give finance teams a clear view of invoices, approvals and cash flow in real time whilst keeping processes compliant and scalable.

What is an invoice approval system?

Invoice approval systems are tools that help businesses check, validate and sign off supplier invoices before they get paid. It’s an important step – but for a long time, it wasn’t a very fun one.

Traditionally, invoice approval was a slow, manual process. Paper invoices piled up on desks, you had to chase managers around for signatures and finance teams spent hours matching amounts with purchase orders and typing everything into accounting systems. Things got missed, approvals dragged on and no one really had a clear picture of what was waiting to be paid.

Thankfully, things have moved on. Modern invoice approval systems take all those messy manual steps and turn them into simple digital workflows. Invoices can be captured automatically, routed to the right people, checked against POs and approved with just a tap. No chasing, no bottlenecks, no mystery invoices appearing at month-end.

There’s no single type of tool that handles invoice approval. Instead, a whole mix of solutions can support it, depending on how your business is set up.

It’s an ecosystem that covers everything from accounts payable automation systems built to streamline the full AP process and procure-to-pay (P2P) platforms that handle everything from purchase requests to PO creation, matching and approvals, to ERP systems with workflow automation, document management and OCR solutions and vendor management and procurement solutions.

Together, these tools bring clarity, control and automation to a process that used to rely on paperwork and patience, making life much easier for finance teams and approvers alike.

5 invoice approval systems to make invoicing easy as pie in 2026

Still chasing approvals, digging through email threads or manually checking that invoices match purchase orders? It might be time to let modern invoice approval systems do the heavy lifting for you.

We’ve put together a list of smart solutions that make invoice approval faster, simpler and more reliable. From all-in-one accounts payable platforms to OCR-powered tools and full procure-to-pay suites, these systems help you reduce errors, speed up approvals and keep your financial workflows running smoothly.

In the table below, you’ll find a quick overview of the solutions covered:

Accounts payable (AP) automation systems

The go-to tools if you want to take the headache out of paying bills. AP automation systems handle everything from capturing invoices to routing them for approval and making sure they get paid on time. Basically, they take all the repetitive, manual work off your plate so your finance team can focus on the important stuff – like spotting savings opportunities and keeping cash flow healthy.

1. Pleo Accounts Payable

With more than 1,480 five-star reviews, Pleo is Europe’s most loved and trusted spend management platform, and now we’re making invoice approvals just as easy. Capture, validate and approve invoices all in one place – with Pleo’s accounts payable solution, it’s easy as pie.

Lean back and let Pleo automatically check invoices against purchase orders and company rules and route them to the right approvers. Your team gets full visibility every step of the way – no more chasing signatures, digging through email threads or wondering where a payment got stuck.

With Pleo, a process that used to be slow and error-prone becomes fast, transparent and stress-free. Finance teams, bookkeepers and employees can all enjoy a smarter workflow that handles everything from invoice capture to approval and payment, keeping your business compliant and on top of spend.

Pros and key functionalities:

• Fast invoice validation: Capture, check and approve invoices automatically – no more chasing approvals or worrying about matching POs.
• Full visibility: Keep all invoices in one place and see what’s pending, approved or paid, so cash flow is always clear.
• Effortless capture: Upload invoices or forward them from email. Pleo extracts key info and codes everything automatically.
• Smart workflows: Route invoices to the right people for approval. Faster sign-offs, fewer mistakes and built-in compliance.

Reasons to choose Pleo:

• Helpful customer support
• Efficient and time-saving solution
• Fast implementation and user-friendly interface

Source: G2

Pricing: Pleo offers monthly or yearly billing, with prices starting at £9.5 per month for up to 3 users.

What do our users say about Pleo?

“I have been using Pleo for a year, mainly for work-related expenses like tools, equipment, and stationery. Setting it up was quite easy, just had to follow a few simple steps, activate the card, and set up an email—everything worked smoothly right from the start. Pleo makes my work life significantly easier[.]”

– Chad H., G2

Procure-to-pay (P2P) platforms

P2P platforms cover the whole buying journey – from requesting a purchase to creating POs, getting approvals and finally paying suppliers. Think of them as the all-in-one toolkit for controlling spend and keeping everything neat and transparent. If your business handles a lot of purchases, a P2P system can make sure nothing slips through the cracks.

2. Procurify

Procurify helps businesses take control of their spending from start to finish. It covers everything from purchase requests and approvals to POs and invoice matching, giving teams a clear view of where money is going.

We’ve included Procurift because it’s a great example of a procure-to-pay platform that keeps spend organised and approvals flowing smoothly.

Pros and key functionalities:

• Clear approvals: Custom workflows make sure the right people sign off on every request and invoice.
• Real-time visibility: See spend across teams, departments and projects in one central dashboard.
• Budget management: Set limits and monitor compliance without slowing down the workflow.

Reasons to choose Procurify:

• Seamless integrations
• Effortless purchasing and approval
• Straightforward setup

Source: G2

Pricing: N/A – all pricing is quote based.

ERP systems with workflow automation

When it comes to invoice approval, ERPs with workflow automation are some of the biggest players. They integrate invoice approvals into broader business processes, so your finance, operations and procurement teams all work from the same playbook. They’re perfect for companies that want a single, unified system instead of juggling multiple apps. They help approvals happen smoothly – without losing track of the bigger picture.

3. Sage Intacct

Sage Intacct is a cloud-based ERP designed for finance teams that want smarter, more automated workflows. Its accounts payable features include invoice capture, three-way matching and automated approvals – all integrated into a broader financial system.

It’s a strong example of how ERP platforms can make invoice approvals part of a bigger, seamless workflow.

Pros and key functionalities:

• Automated invoice processing: Capture invoices, match them to POs and route for approvals with minimal manual work.
• Integrated financials: Invoice approvals sit within a broader ERP, so all accounting stays up-to-date automatically.
• Custom workflows: Tailor routing rules to match your team’s needs and keep approvals moving fast.

Reasons to choose Sage Intacct:

• Comprehensive ERP system
• Streamlined accounting and reporting
• User-friendly and intuitive

Source: G2

Pricing: N/A – all pricing is quote based.

Document management and OCR solutions

These tools are the smart scanners of the finance world. They turn paper or PDF invoices into digital data that your systems can read and act on. OCR (optical character recognition) does the heavy lifting, extracting details like amounts, dates and supplier info, so approvals can move faster and with fewer errors. Less typing, more efficiency.

4. Rossum

Rossum specialises in reading and extracting data from invoices and other documents. Unlike full AP platforms, it focuses purely on capturing information quickly and accurately. Its AI-driven OCR learns to recognise different invoice layouts, getting smarter the more you use it.

We’ve included Rossum here because it’s a great example of how a standalone OCR solution can speed up invoice approval by letting your team extract the right data without having to overhaul your whole finance setup.

Pros and key functionalities:

• Accurate data extraction: Reads invoices, receipts and line items automatically – even from tricky formats.
• AI-powered learning: Gets smarter over time, improving recognition for different vendors and invoice layouts.
• Faster processing: Speeds up invoice handling, letting teams focus on higher-value tasks.

Reasons to choose Rossum:

• Strong integrations
• Intuitive user interface
• Helpful customer support

Source: G2

Pricing: N/A – all pricing is quote based.

Vendor management and procurement solutions

Some software focuses on the people you pay: your vendors. These solutions help you manage supplier info, contracts and compliance, whilst tying invoice approvals to structured purchasing processes. They give you stronger control over spend, better supplier relationships and fewer surprises when it’s time to pay the bills.

5. Basware

Basware focuses on automating the full procure-to-pay cycle, including supplier onboarding, e-invoicing and approval workflows. It’s ideal for teams that handle high volumes of invoices and need a system that’s both powerful and scalable.

This one earns its spot on the list because it shows how automation can simplify approvals whilst keeping control over spend and compliance.

Pros and key functionalities:

• High-volume efficiency: Automate invoice capture, approvals and payments for large-scale operations.
• Supplier collaboration: Onboard vendors, exchange e-invoices and communicate directly through the platform.
• Compliance and control: Ensure invoices follow company rules and regulatory requirements without slowing approvals.

Reasons to choose Basware:

• Effortless invoice processing
• User-friendly platform
• Reduces inefficiencies

Source: G2

Pricing: N/A – all pricing is quote based.

What to look for in an invoice approval system

Not all invoice approval systems are created equal – and not all businesses have the same needs. With that being said, however, certain features are always worth prioritising if you’re looking for a tool that actually makes life easier for your finance team.

Here’s what to look for:

• Automatic invoice capture: The system should pull key information from invoices automatically – no more typing everything by hand.
• Smart approval workflows: Look for solutions with customisable routing rules to ensure invoices get to the right people for approval, every time.
• PO matching and validation: Tools which check invoices against purchase orders and company rules to catch errors before payments are made will save you valuable time and resources.
• Real-time visibility: Choose a solution that keeps all invoices in one place and allows you to see at a glance what’s pending, approved or paid.
• Integration with other tools: You want a tool which integrates seamlessly with your accounting, ERP or spend management platforms to avoid double work and keep data flowing.
• User-friendly and scalable: Choose a solution that’s intuitive, collaborative and flexible enough to grow with your team.

In the end, the right invoice approval system can speed up approvals, reduce errors and give finance teams a clearer, more efficient workflow – so it’s worth putting in the effort to find it.

Final thoughts

Invoice approval doesn’t have to be a headache. The right system can transform a slow, paper-heavy process into a streamlined, transparent workflow, saving time, reducing errors and giving finance teams the clarity they need.

Whether you’re looking for a full AP platform, a procure-to-pay solution or a smart OCR tool, investing in modern invoice approval technology is a step toward smoother, more efficient financial operations.