8 best invoice capture software for 2026

Month-end close is approaching, and each invoice needs to be correctly entered into your accounting system to mark them as “closed.” But no matter how you slice it, you’re looking at hours of manual data entry.

Things don’t have to be this way.

Invoice capture software automatically captures and extracts invoice data regardless of format and syncs it with your ERP system. What would typically take hours of effort is now completed in minutes. However, with so many options available and deadlines to hit, you just don’t have the time to review every invoice capture software on offer.

Here we put together a list of the best invoice capture software on the market. We break down their features and best use cases to help you make your decision.

These are:

1. Rillion – Fast, intuitive, and ridiculously accurate invoice capture software
2. Tipalti – End-to-end AP automation for growing businesses
3. Xero – Cloud accounting with speedy invoice capture for small businesses
4. Coupa – Enterprise spend management with efficient invoice processing
5. Basware – Global invoice compliance and AP automation at scale
6. BILL – Simple, straightforward invoice capture with extensive vendor network
7. Concur Invoice – Cloud-based spend management for scaling businesses
8. Sage Intacct – Financial management with automated invoice workflows
   

8 best invoice capture software at a glance

Here’s a look at the best invoice capture, including who they’re designed for and their standout features:

Here’s a full breakdown of the best invoice capture software, starting with our top pick.

1. Rillion – Fast and accurate AI-backed invoice capture software

Rillion is an AI-powered accounts payable (AP) solution that features fast and accurate invoice capture capabilities. It helps finance teams automate repetitive workflows, cutting down on time spent and eliminating errors from manual data entry.

Its built-in AI captures and extracts invoice data with over 90% accuracy across formats — PDFS, emails, scanned paper, and even electronic data interchange (EDI). Once the invoice data is captured, Rillion automates the matching of invoices against purchase orders and goods receipts.

That means fewer errors, faster approvals, and payments that always reach the right person on time. Your team will spend less time on manual invoice processing and won’t have to worry about accuracy come month-end.

Rillion includes all the traditional features of invoice capture software, with AI applied where it makes a real difference:

• AI-powered invoice capture: Intelligent invoice capture extracts data across invoice formats with ~90% accuracy and suggests correct general ledger codes based on past patterns.
• 3-way purchase order matching: Increase accuracy and compliance with automated 3-way PO matching.
• Approval workflows: Set customizable rules or AI-driven suggestions for automated approval workflows. Option for role-based approval rules.
• Automate payments: Rillion offers automated payments, including secure virtual cards and automated reconciliation.
• In-depth reporting: Advanced reporting and analytics for spend visibility across entities.
• Multi-entity management: Approve invoices, manage spend, and gain real-time visibility across multiple companies or locations from one screen.
• Role-based approval workflows: Assign permissions based on roles to improve security, compliance, and efficiency.
• Virtual card payments with rebates: Securely pay vendors using virtual cards, reducing fraud risk.
• 50+ ERP Integrations: Sync invoices, approvals, and payments directly into 50+ leading ERPs (including Microsoft Dynamics, NetSuite, Sage Intacct, and SAP Business One), eliminating double entry and ensuring clean data for month-end close.
• Riley, the AI Assistant: Ask the built-in AI questions about invoices, suppliers, or workflows and get instant answers. 

Rillion’s standout feature – Smart, intuitive data capture

Rillion’s intelligent invoice capture (thanks to powerful AI) doesn’t just accurately extract data, it also continuously learns from your invoicing patterns over time. That saves administrators from having to write new rules or set up parameters.

Here’s how it works: As you code invoices for accounts payable, the system learns from your actions and automatically applies coding suggestions to future invoices. It also recognizes and adapts to unique vendor invoice layouts, mapping data at both the header and line levels for precise matching.

In other words, the system gets smarter the more invoices you run through it. Which then lets finance teams process invoices faster and with greater accuracy.

Who is Rillion built for?

Rillion is ideal for mid-market companies that process thousands of invoices annually. It’s suitable for companies operating in industries like healthcare, manufacturing, and hospitality. It’s also perfect for multi-national corporations that need to automate invoice processing across multiple entities in different countries.

Companies that already use ERP systems like SAP, Oracle, or Microsoft Dynamics can benefit from Rillion’s deep native integrations. Finance teams get a clear view of their accounts payable, helping them track spending and forecast cash flow with confidence.

Read how Tacala uses Rillion to capture and validate invoices across 300 locations with a 98% accuracy rate.

2. Tipalti – End-to-end AP automation for growing businesses

Tipalti is a global end-to-end AP automation system. It uses AI to capture, extract, and match invoice data to purchase orders to reduce manual data entry. Tipalti’s “intelligent purchase approval engine” automates tasks like invoice matching, purchase order approvals, and global payments.

The approval engine also supports parallel approvals, so multiple approvers can approve requests simultaneously.

Key features in Tipalti’s invoice capture software include:

• Automated tax compliance: Features international tax capabilities to help multi-national companies ensure compliance across jurisdictions.
• Global payment support: Supports over 50 international payment methods, including ACH, EFT, SEPA, and more.
• Multi-entity management: Enables companies with international operations to manage multiple subsidiaries and apply unique workflows for each.
• Spend analytics and insights: Dashboards provide full visibility into financial data, allowing teams to identify bottlenecks in the approval process.
• Pre-built integrations: Integrates with popular platforms, such as Oracle NetSuite, Sage, and QuickBooks.

Overall, Tipalti has favorable reviews with one user praising its invoice capture capabilities. However, some users reported initial implementation issues, but these were quickly addressed with help from support.

Tipalti’s standout feature – Global payments 

Tipalti provides payments to over 200 countries and territories in 120 currencies with 50+ payment methods, including card, ACH, and more. Using Tipalti’s built-in payment rules, you avoid any mis-transfers and ensure flexible, secure payments.

Plus, proactive automated notifications keep suppliers informed throughout payment processing, so they know when their payment will arrive and if it fails.

Who is Tipalti built for?

Tipalti works best for mid-sized to large businesses that process high invoice volumes and manage complex global supplier networks. Its self-service portal lets companies onboard suppliers and validate tax IDs to ensure compliance with e-invoicing mandates.

3. Xero – Cloud accounting with speedy invoice capture for small businesses

Xero is a user-friendly accounting platform primarily designed for bookkeepers and accountants. However, small to mid-size businesses can use it to automate accounting tasks and maintain accurate records. It also includes expense management tools for businesses to track and manage expenses.

Key features in Xero’s invoice capture software include:

• Automated invoice data capture: Upload bills directly to Xero or forward them from your email, and Xero’s AI handles the rest.
• Accounting dashboard: Enables you to keep an eye on the day-to-day operations and manage key metrics like account balance, cash flow, and invoice status.
• Flexible vendor payments: Works with online payment options like Stripe and GoCardless to let suppliers pay with a convenient option.
• Mobile app: Manage accounting operations on the go via the mobile app where you can send invoices, see cash flow, and reconcile accounts.
• Native integrations: Connect the apps you use in your workflows and centralize your work in one location.

Overall, users cite positive experiences with the platform noting its ease of use in managing their accounts. However, one user struggles with their supplier invoices not being captured properly.

Xero’s standout feature – Bank feed integration

A key feature of Xero is its bank feed integration, which allows users to connect their bank with Xero for faster and more accurate reconciliation. Xero offers direct feeds from over 21,000 financial institutions. Once connected, it imports bank transactions and matches them to invoices and bills with minimal human intervention.

Who is Xero built for?

Xero is built to help small to medium-sized businesses manage their accounting needs. It also comes with an array of invoice automation features, making it a solid choice for startups and scaling companies that need these capabilities without the enterprise complexity or price tag.

4. Coupa – Enterprise spend management with efficient invoice processing

Coupa primarily functions as a spend management software, but it also offers AP automation capabilities. These include invoice capture, 3-way invoice matching, and multi-level validation. Combined, they help companies automate payment workflows.

Key features in Coupa’s invoice capture software include:

• Invoice capture: The AI-driven platform automatically extracts data from invoices to cut down on manual data entry.
• Fraud detection: Monitors real-time activity across direct and indirect spending to detect and flag potential fraud like expense claims.
• Supplier portal: Connects purchasing organizations with suppliers to facilitate payments.
• Spend analysis: Dashboards and reports deliver insights into spending patterns and identify cost-saving opportunities.
• Virtual cards: Enables companies to issue virtual cards to gain more control over their spending and automate reconciliation processes.

Users find Coupa easy to use, allowing them to manage and pay their vendors on time. However, some users note that the platform isn’t as customizable as they’d like.

Coupa’s standout feature – Community intelligence

Coupa has a proprietary “community intelligence” feature, which taps into data from over $8 trillion in transactional spend that flows through its platform. It analyzes spending patterns and identifies potential cost savings.

It even benchmarks spending against industry peers and provides tailored recommendations to improve profitability.

Who is Coupa built for?

Coupa is built for medium-sized to large enterprises moving beyond basic invoice automation. It features e-invoicing capabilities that help businesses navigate regional taxes, “touchless” invoicing with built-in approval workflows, and automated expense management. Over 55% of Fortune 500 companies use Coupa for spend management. 

5. Basware – Global invoice compliance and AP automation at scale

Basware helps businesses transform and centralize their entire invoice lifecycle in one place by offering purchase-to-pay and e-invoicing in one package. It uses an invoice-centric AI that provides visibility into the entire invoice life cycle to enable faster approvals.

With these capabilities, businesses can quickly capture and validate invoices against purchase orders and contracts. This helps cut manual data entry and reduce errors like duplicate invoices and over-payments.

Key features in Basware’s invoice capture software include:

• AI-powered automation: Uses machine learning technology trained on data from over 2 billion invoices to accurately capture and extract invoice data
• ERP integrations: Connects to over 250 ERP systems to ensure smooth integration across different infrastructures.
• Analytics and reporting: Comprehensive dashboards and reporting tools enable you to track KPIs and compare performance against industry peers.
• Global invoice compliance: Maintains centralized records with full audit trails to simplify reporting and ensure audit readiness.
• Procure-to-pay (P2P) automation: Offers a suite of P2P tools to automate procurement and enable full visibility of spending.

Users like that Basware offers an intuitive interface and keeps invoices in one central location. However, some users note that the platform occasionally lags and loads slowly.

Basware’s standout feature – Basware Network

One feature that makes Basware stand out is its global e-invoicing network. It lets businesses connect and onboard suppliers into their procurement process. The solution ingests and captures data from all invoice formats, including paper, PDF, and EDI, to eliminate data entry and reduce manual processing.

Non-compliance with e-invoicing mandates can lead to financial penalties. The Basware Network helps ensure compliance across Business-to-Government (B2G) and Business-to-Business (B2B) e-invoicing mandates. It also helps comply with Value-Added Tax regulations in over 50 countries to minimize risks. 

Who is Basware built for?

Basware is best suited to large international organizations that process over 50,000 invoices a year. Because it handles multi-currency and multi-entity invoice processing, large finance teams have full visibility of spending across locations.

6. BILL – Simple, straightforward invoice capture with extensive vendor network

BILL (formerly Bill.com) is a cloud-based AP solution that enables businesses to automate financial workflows, such as invoicing, expense tracking, and payments. It features AI-powered capabilities that companies can use to eliminate errors and prevent fraud.

Key features in BILL’s invoice capture software include:

• Smart invoice capture: An AI-powered optical character recognition automatically captures and extracts invoice data to reduce manual data entry.
• Approval workflows: Customizable approval workflows let you automatically send invoices to the right people to keep payments on track.
• Integrations with 2-way sync: Supports direct integrations with accounting systems like NetSuite, QuickBooks, and Xero to ensure data accuracy.
• Flexible payment options: Supports a range of payment options, including ACH, virtual cards, and international wires to over 130 countries.
• Internal controls: Internal controls let you set custom roles and permissions to add a layer of security to your invoicing processes.

Users comment that BILL is easy to use out of the box, making it a great choice for businesses looking for a solution they can quickly get started with. However, some users note occasional technical issues like syncing problems.

BILL’s standout feature – Extensive vendor network

BILL has an extensive network of over 5 million vendors. If a vendor you’re working with is already on BILL, you can send an invitation to connect within the network where you can submit and track invoices in one place. Using the network can help protect against email compromise, one of the leading causes of payment fraud. 

Who is BILL built for?

BILL is primarily designed for small to mid-sized businesses that process anywhere from a few dozen to hundreds of invoices monthly. It’s a solid choice for businesses looking to modernize their invoicing processes without the complexity of enterprise setups.

7. Concur Invoice – Cloud-based spend management for scaling businesses

Concur Invoice is SAP’s invoice management solution. It lets businesses automate their accounts payable processes and it integrates with Concur Expense and Concur Travel to unify spending management.

Key features in Concur Invoice’s invoice capture software include:

• Invoice capture: Invoice data is automatically captured using OCR technology and routed to the right approvers for review.
• Three-way matching: Automatically matches invoices against purchase orders, receipts, and invoices to avoid errors like duplicate payments.
• Business Intelligence: Consolidates spending by travel, expense, invoice, and credit card data to provide a complete picture of company spend.
• Mobile-ready apps: Enables busy approvers to review and approve invoices no matter where they are in a few clicks.
• ERP integrations: Offers native integrations with SAP to connect disparate systems and provide a centralized view of spending — useful if your company already uses its ERP software.

Users find the automation features easy to use to speed up approvals. However, others note that the interface often feels outdated and navigation isn’t always intuitive.

Concur Invoice’s standout feature – Unified spend management

Managing spend across invoices, travel expenses, and cards can be challenging for multi-national corporations. Concur Invoice enables companies to unify spend management in a single platform for greater control and visibility. However, Concur Invoice, Concur Expense, and Concur Travel are separate products, meaning organizations will need to spend more to take advantage of its unified spend management capabilities.

Who is Concur Invoice built for?

The platform is built for enterprises with high volumes of invoices and strong compliance requirements. It’s particularly valuable for businesses with operations in countries that have complex tax reclaim procedures, like Germany, UK, and Australia. Companies will need adequate IT and accounting resources to ensure a smooth rollout and to take full advantage of the platform.

8. Sage Intacct – Financial management with automated invoice workflows

Sage Intact is a scalable financial management platform that handles invoicing, purchasing, and bank reconciliation in one platform. Its automated invoicing features allow businesses of all sizes to accelerate and simplify approval workflows while eliminating manual invoicing. It also integrates with payment platforms like Stripe to facilitate digital payments.

Key features in Sage Intacct’s invoice capture software include:

• AI-powered data capture: Sage Ai extracts and captures invoice details, identifying details like amounts, dates, and line items to speed up processing.
• Multi-entity management: Manage and process invoices across multiple entities and locations within a single platform.
• Dimensional reporting: Link to “dimensions” or tags beyond the standard general ledger (GL) codes for more granular financial reporting and analysis.
• Operational Flows: Use pre-built workflows to build forms and approval flows using a no-code builder.
• Marketplace for add-on solutions: Offers a library of pre-built integrations and workflows that companies can use to extend the platform’s functionality.

Users find the reporting features helpful in creating audit-ready reports that comply with Generally Accepted Accounting Principles (GAAP). However, some users note a steep learning curve and suggest the platform could benefit from a more modern interface.

Sage Intacct’s standout feature – Project costing

One standout feature of Sage Intacct is its project costing and billing capabilities, which are particularly useful for professional service firms and agencies. Companies can track expenses for individual clients and see how previous projects performed financially, so they can bid smarter to improve profitability.

Who is Sage Intacct built for?

Sage Intacct is suitable for a variety of businesses, but it’s ideal for small to mid-sized businesses that need more structure and clarity across their financial workflows. Features like AP automation and cash management make it a good choice for those who want more control of their accounting.

How to choose the best invoice data capture software for your company

Now that you’ve checked out the top invoice capture solution, it’s time to make a decision. Here are the critical factors to consider when selecting your software:

• Invoice processing: Ensure the platform can manage your invoice volume without sacrificing accuracy or speed.
• Pricing: Consider your budget and select a solution that offers the invoicing functionality you need at a reasonable price point.
• Ease of use: Choose user-friendly software that the finance team can adopt quickly without requiring extensive onboarding.
• Scalability: Select a solution that can efficiently grow alongside your business as invoicing volumes increase.
• Integrations: Make sure the solution connects seamlessly with your accounting and ERP platforms to maintain a “single source of truth” for your data.
• Security and compliance: Confirm that the platform meets industry security standards and regulatory compliance requirements.
• Analytics and reporting: Choose an invoicing solution that offers detailed views and insights into your AP workflows.
• Customer support: Prioritize platforms that offer timely customer support to ensure you can get help should you encounter any issues.

When choosing invoice capture software, it’s also important to consider your use case. For example, if you’re a healthcare provider handling medical invoices, you’ll need HIPAA-compliant software to secure protected health information (PHI). Likewise, if your company has multiple entities across locations, then robust multi-entity management is a must.

Now, let’s look at how each solution fits different use cases.

If you’re a mid-sized or large company looking to automate invoice workflows without complex setups, then Rillion is a perfect choice. It uses OCR scanning and AI technologies to capture invoice data from any format with over 90% accuracy rates. It also integrates with popular ERP systems, so you can sync and streamline your invoice processes.

If you’re a small business looking for invoicing software that’s ready out-of-the-box, then you’ll appreciate how Xero simplifies invoice processing. Simply create an account, connect your bank, and you can start managing your invoices with minimal setup.

Or if you’re a large global enterprise that processes high invoice platforms, then Concur Invoice may be right for you. It’s built specifically for companies with strong compliance requirements. It also unifies spend management in one platform.

Need more guidance on the best invoice capture software for your organization? Schedule a demo of Rillion today and find out why over 3,000 companies are using our platform to transform their accounts payable processes.