Managing invoices might not be the most glamorous part of running a business, but it’s one of the most important ones. Staying on top of incoming invoices, chasing approvals and keeping payments organised is essential for healthy cash flow and smooth financial operations – and that’s where invoice management software comes in.
Invoice management systems help businesses automate the most tedious parts of invoice processing, from data capture to approvals and payments. And in 2025, the market is full of smart, connected tools built to tackle different parts of the invoicing workflow – whether you’re a finance team, freelancer or growing business.
In this article, we’ll explore invoice management systems and some of the different types of tools to support and boost your invoice management in 2025.
Key takeaways:
- Invoice management systems help businesses automate and streamline the invoicing process, from capturing and approving invoices to scheduling payments and keeping records up to date.
- There’s no one-size-fits-all tool. There’s a wide range of solutions to choose from, including full-scale ERP systems, document management platforms and freelancer-friendly invoicing apps.
- Modern tools like Pleo offer end-to-end invoice management, combining expense tracking, approvals, payments and accounting integrations in one platform.
- When choosing an invoice management solution, look for automation, real-time tracking, ease of use and strong integrations for a seamless fit with your existing financial workflows.
What is invoice management software?
Invoice management software is a digital tool that helps businesses track, process, approve and pay invoices from suppliers and vendors.
Before invoice management tools, businesses handled invoices manually, receiving paper invoices or emailed PDFs, chasing approvals over email and inputting data into spreadsheets or accounting systems. A time-consuming process, to say the least.
Now, invoice management systems automate all the most tedious parts of that workflow – from capturing invoice data and routing it for approval to scheduling payments and recording transactions.
In 2025, there are many different types of invoice management tools designed to tackle different parts of the process. Some focus on accounting – others on document management and archiving. Others still are tailored to freelancers and small businesses.
If you haven’t explored the latest wave of invoice management tools and the growing ecosystem of software around them, now’s a great time to see what’s out there!
Invoice management systems
Invoice management systems help businesses track, process, approve and pay supplier invoices efficiently. They automate everything from data capture to approval workflows, making managing accounts payable and staying on top of cash flow a piece of cake.
1. Pleo
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
Don’t just take our word for it. Check out this amazing review from Jade R.:
“What I like best about Pleo is its ability to empower employees with financial autonomy while maintaining full visibility and control for finance teams. The platform strikes a great balance between ease of use and robust functionality – whether it's issuing smart company cards, streamlining expense reporting or integrating seamlessly with accounting software.”
Accounting and ERP systems
Accounting and ERP systems bring together financial processes like bookkeeping, invoicing, payroll and reporting – all in one platform. Many include built-in tools for invoice management, helping businesses keep their finances organised and compliant.
2. NetSuite
NetSuite is a cloud-based ERP platform from Oracle that helps growing businesses manage everything from accounting and inventory to CRM and procurement in one system.
It comes with built-in tools for invoice management, letting you automate approvals, match purchase orders and keep track of what’s owed and when. NetSuite also connects with plenty of third-party apps – like Pleo – to help round out your finance processes.
NetSuite pros:
- Ease of use
- Customisability
- Functionality
Source: G2
3. Xero
Xero is a cloud-based accounting platform designed for small to medium-sized businesses. It’s known for its clean, user-friendly interface and strong ecosystem of integrations – and it gives you built-in invoicing features, too.
The solution integrates smoothly with dedicated invoicing and expense management tools like Pleo, making it easy to automate invoice capture, approvals and payment workflows whilst keeping accounting records in sync.
Xero pros:
- Ease of use
- Easy integrations
- Reporting
- Time-saving
Source: G2
Document management and archiving systems
Document management and archiving systems store and organise important business documents – including invoices – in a secure, searchable digital archive. They’re designed to make it easy to access records, support audits and stay compliant with data retention rules.
4. DocuWare
DocuWare is a smart document management tool that helps businesses store, organise and process all their important paperwork – including invoices – in a secure, digital space.
It takes the hassle out of handling supplier invoices by automating data capture, approvals and filing. It’s a handy option if you need solid audit trails and a tidy, searchable archive of financial documents.
DocuWare pros:
- Ease of use
- Data management
- Document management
- Automation
- Easy integrations
Source: G2
5. M-Files
M-Files is a smart document management platform that makes it easy to store, organise and track your business documents – including invoices.
Instead of sorting files by folders, M-Files uses metadata to categorise documents, so you can quickly find what you need by supplier, date or invoice number. It’s a handy tool for businesses that want better control over their financial records, with built-in workflow automation for approvals and secure, searchable storage for audits and reporting.
M-Files pros:
- Ease of use
- Collaboration
- Integrations
- Easy access
Source: G2
6. Microsoft SharePoint
Microsoft SharePoint is a popular document management and collaboration platform that helps businesses store, share and organise digital files in one secure place.
You can use it to manage everything from supplier invoices to contracts and reports, with customisable workflows for approvals and document tracking. It’s especially handy for teams already using Microsoft 365, since it integrates smoothly with tools like Outlook, Teams and Excel.
Microsoft SharePoint pros:
- Ease of use
- Collaboration
- Sharing and access ease
- Ease integrations
Source: G2
Freelancer and small business invoicing tools
Some tools focus specifically on making invoicing simpler for freelancers and small businesses. They let users create, send and track invoices quickly without complex financial software. These tools are designed to make things easy and help sole traders and small businesses get paid faster and manage cash flow on the go.
7. FreshBooks
FreshBooks is an easy-to-use cloud accounting platform built for freelancers, contractors and small businesses. It keeps things simple and straightforward, so you can send professional-looking invoices, track time and log expenses without any fuss.
It’s perfect for getting paid faster and keeping your cash flow in check – without having to dive into complicated finance software.
FreshBooks pros:
- Ease of use
- Customer support
- Invoice management
- Helpful
Source: G2
8. Zoho Invoice
Zoho Invoice is part of the Zoho family of business tools. It’s built for freelancers and small businesses that just need an easy way to send invoices and get paid.
You can create customised invoices, set up automatic reminders and accept online payments – all without the headaches. It also integrates with other Zoho apps and popular accounting platforms if you’re looking to build out your toolkit later.
Zoho Invoice pros:
- Ease of use
- Invoicing ease
- Simple
- Customisability
Source: G2
What to look for in an invoice management system
There are many invoice management systems on the market – but not all solutions are the right fit for your business.
Here are some key features to look for when choosing an invoice management system:
- Automation: To save time and streamline the invoicing process, look for features like recurring invoices, automatic payment reminders and scheduled invoices.
- Invoice posting: To help you keep track of expenses, manage cash flow and stay on track with payments, the solution should make it easy for you to post invoices in your accounting software.
- Invoice tracking: The tool should be able to track invoices in real time, show when an invoice has been viewed or paid and follow up on overdue payments.
- Ease of use: The less time it takes to onboard users to your new invoicing system, the better. Look for a solution that’s intuitive and easy to use.
- Integrations: For a seamless workflow, look for an invoice management solution that integrates with your accounting software and other business tools.
Final thoughts
Whether you’re managing a handful of supplier invoices a month or handling hundreds, having the right invoice management tools in place makes life easier for everyone – from finance teams to freelancers.
Today’s systems don’t just save time: they improve accuracy, help manage cash flow and keep your financial records organised and audit-ready.
And with so many specialist tools on the market, there’s never been a better time to review your invoicing process, simplify your workflows and get more control over your business spend.
