Invoices might not be glamorous, but they’re the lifeblood of any business. Every supplier payment, software subscription and operational cost comes through an invoice. Managing them properly is essential for keeping cash flow healthy and operations running smoothly – and that’s precisely what automated invoice processing is all about.
Automated invoice processing tools use AI, OCR and workflow automation to capture, approve and pay invoices faster, smarter and with far fewer headaches than manual invoice processing. And with more businesses recognising the financial and operational value of these tools, the market for them is booming.
In this article, we’ll break down what automated invoice processing is and explore the different types of tools enhancing invoice processing in 2025.
Key takeaways:
- Automation turns invoicing from a manual headache into a streamlined, efficient process, saving time and reducing errors.
- In 2025, there are automated invoice processing tools designed to tackle everything from data extraction and document processing to expense management, accounts payable and procure-to-pay.
- The right tool depends on your business needs. Focus on what matters most to your team, whether it’s speed, control, visibility or integration.
What is automated invoice processing?
Automated invoice processing is all about using digital tools to capture, read, approve and pay invoices without all the manual admin that used to slow finance teams down.
Dealing with invoices once meant piles of paperwork, endless email threads and cross-checking payment details by hand – but we’re happy to report that this is a thing of the past. Thanks to automation, in 2025 invoice processing is a vastly different experience.
Automated invoice processing tools cut through the noise, using AI, OCR and smart workflows to extract invoice data, route it for approval, match it to purchase orders and schedule payments – all in a fraction of the time it takes to do it all manually.
But automated invoice processing isn’t just about efficiency. These tools also give you clearer oversight of your cash flow, reduce the risk of errors and duplicate payments and free up finance teams to focus on more valuable work.
In 2025, there are countless tools on the market tackling different parts of the invoice journey, from data extraction and document processing to expense management, accounts payable and procure-to-pay.
If you’re still relying on spreadsheets and inboxes to manage invoices, you’re missing out on faster processes, cleaner data and a lot less hassle – so why not give automation a chance?
Invoice capture and data extraction tools
The first step of the invoicing process is getting the information out of the document and into the finance system. That’s what invoice capture and data extraction tools are all about.
Using OCR and AI, these tools scan invoices – whether emailed PDFs or paper scans – and automatically extract key details like supplier names, amounts and due dates. No more tedious manual data entry.
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 invoicing solution.
Capture, process, approve, pay and bookkeep your invoices – with Pleo’s invoice management, 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
2. Veryfi
Veryfi is a fast, AI-powered data extraction tool built to capture information from receipts, invoices and financial documents. Using OCR and machine learning, it instantly pulls out key details like amounts, dates and vendor names – no manual entry needed.
The tool integrates easily with accounting and expense management platforms and is a handy option for businesses looking to automate invoice capture and keep financial data organised.
Veryfi pros:
- Accurate data
- Ease of use
- Helpful
- Automation efficiency
Source: G2
Expense and spend management platforms
Designed to help businesses track, manage and control company spending in real time, expense and spend management platforms bring together everything from employee expenses and supplier invoices to budgets and approvals.
These tools give finance teams instant visibility over where money is going and tools to enforce policies, control budgets and make smarter spending decisions.
3. Pleo
Not to toot our own horn again, but as we mentioned above, Pleo is well known as Europe’s most loved and trusted spend management platform. From daily business expenses to software subscriptions, with Pleo, you get instant visibility of all your company spend.
Get detailed reports on spending patterns to help you identify trends, monitor budgets and make informed financial decisions – Pleo's analytics dashboard does it all.
And with real-time tracking, easy categorisation of expenses and automated expense reporting, your finance team can keep up with expenses as they happen. No need to worry about overspending.
If you want more proof, check out this fantastic review from one of our users:
“Pleo has helped us to get a much better overview of our finances. Not only can we now see all our expenses and all the relevant information at a glance. We can also control our spending precisely using budgets, limits and dedicated cards. In addition, all employees got to grips with Pleo very quickly and the tool was very well received.”
Accounts payable (AP) automation software
AP automation software streamlines the entire invoice-to-payment process, handling everything from invoice approval workflows to purchase order matching and payment scheduling.
With AP automation software, it’s quicker and easier for finance teams to pay suppliers on time, reduce errors and maintain a clear, real-time picture of outgoing cash.
4. Stampli
Stampli is an AP automation platform designed to make invoice processing faster, smarter and less manual. It uses AI to capture invoice data, manage approval workflows and quickly resolve payment queries.
The platform integrates seamlessly with popular accounting and ERP systems, helping businesses centralise their AP processes, connect with e-invoicing tools and gain clearer, real-time visibility over approvals, outstanding payments and cash flow.
Stampli pros:
- Ease of use
- Customer support
- Invoicing
- Time-saving
- Helpful
Source: G2
5. AvidXchange
AvidXchange is an AP automation platform that helps businesses streamline their entire invoice-to-payment process. It handles everything from invoice capture and approval to routing to payment execution, reducing manual admin and speeding up AP cycles.
The solution integrates with a wide range of accounting and ERP systems, giving finance teams better control over invoices, approvals and cash flow whilst improving visibility and reducing the risk of errors and late payments.
AvidXchange pros:
- Ease of use
- Invoicing ease
- Time-saving
- Easy payments
Source: G2
Procure-to-pay (P2P) suites
P2P platforms take things a step further by linking procurement with accounts payable. They manage the full purchasing journey – from raising a purchase order to receiving an invoice and making payment – in one connected system.
These tools are ideal for larger businesses, helping reduce rogue spending, improve supplier relationships and keep finances tightly controlled.
6. Basware
Basware is a powerful P2P platform that brings purchasing, invoicing and payments together in one seamless system. It automates the entire process – from raising purchase orders to capturing and approving invoices – helping businesses cut costs, stay in control and pay suppliers on time.
With built-in AI, smart analytics and real-time cash flow insights, Basware makes it easier to manage company spend, eliminate bottlenecks and gain complete visibility over every transaction.
Basware pros:
- Efficiency
- Invoicing
- Invoice management
- Payment processing
- Speed
Source: G2
7. SAP Ariba
SAP Ariba is an end-to-end P2P solution built to simplify and streamline the way businesses buy, manage suppliers and process invoices. It connects procurement and accounts payable in one cloud-based platform, automating everything from purchase orders to invoice approvals and payments.
With powerful supplier management tools, real-time spend tracking and deep integration with SAP ERP systems, SAP Ariba helps businesses tighten control over spending, reduce risk and keep cash flow running smoothly.
SAP Ariba pros:
- Ease of use
- Procurement efficiency
- Supplier management
- Intuitive
Source: G2
AI-powered document processing solutions
For businesses dealing with high volumes of complex invoices and financial documents, AI-powered document processing tools offer a smarter, faster way to handle data.
These platforms use machine learning to classify, extract and validate information from invoices. They adapt over time to new formats and suppliers, reducing errors and saving serious admin time.
8. Rossum
Rossum is an AI-powered document processing platform built to capture and extract data from invoices, purchase orders and financial documents – no templates or manual setup required. Its machine learning engine reads documents like a human would, pulling out key details in seconds and routing them through approval workflows.
Flexible, cloud-based and easy to integrate with accounting and AP systems, Rossum helps businesses speed up invoice processing, cut down on admin and stay on top of payables.
Rossum pros:
- Customer support
- Ease of use
- AI technology
- Automation
- Efficiency improvement
Source: G2
9. Hypatos
Hypatos uses advanced AI and deep learning to automate data extraction and validation from invoices, receipts and other financial documents. It’s designed for businesses dealing with high volumes of paperwork, offering fast, reliable capture and automated checks to reduce errors and spot inconsistencies before they cause problems.
With strong integration capabilities and audit-ready accuracy, Hypatos streamlines back-office processes and frees up finance teams for higher-value work.
Hypatos pros:
- Intuitive
- Automation
- Simplification
- Customer service
Source: G2
What to look for in an automated invoice processing tool
There’s no shortage of automated invoice processing tools on the market – but not every solution will suit your business.
Here are a few key things to consider when choosing your tools:
- Smart invoice capture and data extraction: Look for tools that use AI and OCR to automatically read invoices, extract key details and reduce manual data entry. Bonus points for platforms that learn over time and handle a variety of invoice formats.
- Seamless accounting integrations: Make sure your invoice tool connects easily with your accounting software to keep your books clean, reconciliations simple and month-end stress-free. Choose a tool that offers direct integrations with popular accounting platforms to speed up this process.
- Customisable approval workflows: Your invoice process should work the way your business does. Look for tools that let you build custom approval flows based on invoice value, department or supplier so nothing gets held up unnecessarily and spend stays under control.
- Real-time spend visibility: Choose a solution that gives you instant oversight of what’s pending, approved and paid. Real-time dashboards and notifications help finance teams stay on top of cash flow and catch issues before they become problems.
- Ease of use: The right tool should make life easier for both your finance team and your wider business. Look for a clean, intuitive interface that’s simple for employees to submit invoices and for managers to approve them – whether they're in the office or on the go.
- Built-in spend controls and budgets: If you want to prevent overspending before it happens, pick a platform that lets you set clear spend limits, approval thresholds and budgets for teams or projects.
- Good value for money: As with any software, check pricing models against the features you’ll actually use. Don’t overpay for extras you don’t need, but make sure you’re getting the essentials – like automation, integrations and reporting – to justify the investment.
Final thoughts
Invoice automation isn’t just about saving time – it’s about transforming the way your business manages spend.
By replacing manual admin with AI-powered tools, you can speed up approvals, reduce errors and get real-time visibility over your outgoings. More importantly, it frees your finance team to focus on the bigger picture: improving cash flow, protecting budgets and supporting business growth.
There’s no one-size-fits-all solution. The key to finding yours is to be clear about your priorities – whether that’s faster approvals, tighter controls or clear reporting – and find a tool that fits. With the right platform, you’ll spend less time chasing invoices and more time making confident, data-driven business decisions.
