Keeping on top of invoices might not sound glamorous, but it’s one of the most important parts of running a healthy business. When invoices slip through the cracks, cash flow takes a hit, suppliers get frustrated and finance teams are left scrambling.
That’s where invoice tracking software comes in. These tools bring order to the chaos, making it easy to capture, approve and pay invoices on time – and keep everyone on the same page.
We’ll break down what invoice tracking software is and explore 9 tools that’ll help you ditch the spreadsheets and make invoice tracking plain sailing.
Key takeaways:
- Invoice tracking software saves time and reduces errors by centralising invoices, automating approvals and syncing with your accounting system.
- There’s a solution for every business size and budget – from lightweight tools like Wave and FreshBooks to full end-to-end spend management platforms like Pleo.
- Real-time visibility is key to avoiding late payments, improving cash flow forecasting and keeping finance teams in control.
- The best tools go beyond tracking: they provide insights, automation and approval workflows that make managing company spend simpler and more strategic.
What is invoice tracking software?
Invoice tracking software is all about helping businesses keep track of their invoices – from receipt and approvals to payment and reconciliation. They bring order to what can otherwise be a chaotic tangle of spreadsheets, emails and forgotten due dates.
In the past, managing invoices often meant chasing paper trails, digging through inboxes and juggling multiple spreadsheets. Finance teams often had no clear picture of which invoices had been paid, which were overdue and who approved what.
Late payments slipped through the cracks, cash flow forecasting was guesswork and managing approvals was a constant headache. Luckily, those days are over.
Today, invoice tracking software has evolved to solve these problems. Modern platforms centralise invoice data in one place, automate approvals and reminders and give finance teams real-time visibility into outstanding payments and upcoming obligations.
From lightweight billing apps to full spend management solutions, there’s a whole ecosystem of tools designed to make invoice management simpler – and far more strategic.
Ready to leave the spreadsheets and end endless email threads behind? Let’s take a look at how invoice tracking software can bring clarity to your accounts payable.
Spend management and invoice management platforms
Invoice tracking doesn’t have to be a standalone function: spend management and invoice management platforms manage your company’s spend from end to end. They capture invoices automatically, route them for approval and help you keep a real-time view of all outgoing payments. For growing businesses, these platforms bring clarity and control, reducing manual work and making it easier to stick to budgets.
1. Pleo
With more than 1,480 five star reviews, Pleo is Europe’s most loved and trusted spend management platform, combining expense management with an end-to-end accounts payable solution.
Capture, process, approve, pay and bookkeep your invoices – with Pleo’s spend management and accounts payable platform, you can do it all in one place. Save time on tedious tasks, automate approval processes and track invoices in real time.
No more chasing invoices, no more complicated approval processes, no more messy spreadsheets. Simplify invoicing for everyone – finance teams, bookkeepers and employees alike.
Pleo pros:
- Ease of use
- Seamless integrations
- Easy upload
- Expense management
- Simplicity
Source: G2
Don’t just take our word for it. Check out this fantastic review from Montserrat V.:
“Pleo is a platform that makes it easy to manage team expenses. It provides all employees with a controlled and efficient company payment method, without paper (no receipts or physical invoices), with expense allocation to cost centers, analytics that enable optimization and improvement of resource use, and easy transfer of all information to the company's accounting department. In my opinion, it is recommended for any company.”
Accounting software with built-in invoice tracking
Many accounting platforms now come with invoice tracking baked in. These tools let you create, send and reconcile invoices directly within your accounting system, eliminating the need to juggle multiple apps or spreadsheets. They’re especially handy for small to mid-sized businesses that want a single platform for bookkeeping and invoice management. In short, they’re here to make life simpler and keep financial records accurate.
2. Zoho Invoice
Zoho Invoice keeps things simple with an intuitive platform for creating, sending and tracking invoices. You can automate payment reminders, accept online payments and generate detailed reports – all without needing a full accounting team.
It’s a great option for small businesses looking to stay organised without getting bogged down in complexity.
Zoho Invoice pros:
- Ease of use
- Invoicing
- Simple
- Customisability
Source: G2
3. QuickBooks
QuickBooks is a household name in small business accounting, and its invoicing features are a big reason why. You can customise invoices, track when they’ve been viewed and paid and even set up recurring billing for regular clients.
Because it’s part of the full QuickBooks ecosystem, invoice tracking connects seamlessly with bookkeeping and tax prep.
QuickBooks pros:
- Ease of use
- Intuitive
- Invoice management
- Accounting management
- Easy access
Source: G2
Accounts payable (AP) automation tools
AP automation tools focus on speeding up and error-proofing invoice processing. From scanning and capturing invoices to automating approvals and payments, these tools reduce manual tasks and free up finance teams to focus on higher-value work. If your business struggles with bottlenecks, delayed approvals or compliance headaches, AP automation software can help smooth the workflow and keep invoices moving.
4. Tipalti
Tipalti is built to take the pain out of global payables. It automates everything from invoice capture and approval routing to supplier payments in 196 countries.
If you’re tired of chasing approvals or managing compliance manually, Tipalti’s end-to-end automation can save hours every week – and keep you audit-ready.
Tipalti pros:
- Ease of use
- Customer support
- Efficiency
- Payment processing
- Helpful
Source: G2
5. Stampli
Stampli brings collaboration into AP. Its AI-powered ‘Billy the Bot’ automatically captures invoice data, whilst its chat-based interface makes it easy for finance, procurement and department heads to approve and discuss invoices in one place.
It’s a powerful way to cut approval times and keep everyone in the loop.
Stampli pros:
- Ease of use
- Customer support
- Invoicing
- Helpful
- Intuitive
Source: G2
Procure-to-pay (P2P) platforms
P2P platforms cover the full procurement lifecycle – from purchase requests to invoice matching and vendor payment. They’re designed for businesses that want to connect purchasing decisions with invoice approval and payment, ensuring nothing slips through the cracks. These platforms help reduce mismatched invoices, improve vendor relationships and give finance teams a clear view of where money is being spent.
6. Coupa
Coupa helps businesses get full visibility into every pound they spend. Its procure-to-pay solution ties purchase requests, orders and invoices together in a single workflow – so you know exactly what’s been ordered, received and paid for.
It’s a favorite for finance teams looking to tighten controls and eliminate rogue spending.
Coupa pros:
- Ease of use
- Features
- Intuitive
- Efficiency
- User interface
Source: G2
7. JAGGAER
JAGGAER specialises in managing complex procurement at scale. Its P2P platform automates purchase orders, matches them to invoices and ensures suppliers get paid on time.
If your business deals with multiple vendors and high transaction volumes, JAGGAER brings order and efficiency to the entire process.
JAGGAER pros:
- User interface
- Ease of implementation
- Customer support
- Customisation
Source: G2
Standalone invoice tracking and billing software
Sometimes all you need is a simple, focused solution. Standalone invoice tracking and billing tools let you create, send and monitor invoices without the extra bells and whistles of a full accounting or spend management system. Ideal for freelancers or small businesses, these platforms make it easy to stay organised, get paid on time and keep your finances under control.
8. FreshBooks
FreshBooks is loved by freelancers and small businesses for its simplicity. You can create professional-looking invoices in seconds, accept online payments and see exactly when a client has opened your invoice.
It’s a straightforward way to get paid faster without adding extra admin to your day.
FreshBooks pros:
- Ease of use
- Customer support
- Invoice management
- Helpful
Source: G2
9. Wave
Wave is a free invoicing solution that punches above its weight. It lets you send unlimited invoices, track payments and integrate with its optional accounting and payments features – all at no cost.
Perfect for budget-conscious small businesses that still want a polished, professional process.
Wave pros:
- Ease of use
- Invoice management
- Integration features
- Cloud-based
Source: G2
What to look for in an invoice tracking solution
The tools we’ve just covered span everything from simple billing apps to end-to-end spend management platforms. But when it comes to choosing the right invoice tracking solution for your business, there are a few features worth prioritising:
- Ease of use: The right tool should make invoice management painless – not add extra admin. Look for software that’s intuitive for both employees submitting invoices and finance teams managing approvals.
- Real-time visibility: You need to know what’s due, what’s been approved and what’s already been paid. Look for tools like real-time invoice tracking and dashboards that help you spot bottlenecks and stay ahead of cash flow issues.
- Customisable approval flows: The best platforms let you set up smart workflows and approval rules that fit your company’s way of working. No chasing people over email – no rogue payments slipping through.
- Automation and efficiency: From invoice capture to reconciliation, automation is key. Look for tools that scan and pre-fill invoice data, send reminders and sync with your accounting software automatically to save time and reduce manual errors.
- Integrated spend insights: Invoice tracking shouldn’t just tell you what’s been paid – it should help you understand where your money is going. Choose a tool that offers built-in analytics so you can spot trends, manage budgets and make better decisions faster.
- Value for money: Price matters – but so does impact. Compare the cost of each tool against the time and resources it can save your team. A solution that prevents late fees, reduces manual work and improves visibility often pays for itself.
At the end of the day, the right invoice tracking solution should give you greater control, clearer visibility and fewer financial surprises – all whilst making life easier for everyone involved.
Final thoughts
Managing invoices doesn’t have to be a painful, manual process. With the right invoice tracking solution, you can cut down on tedious admin, improve cash flow visibility and keep suppliers happy.
Whether you choose a simple invoicing tool, AP automation software or a full spend management platform like Pleo, the goal is the same: to give your business clarity, control and confidence when it comes to payments.
