8 best invoice scanning software for 2026

When teams are small and invoices are few, manual processes work just fine. But the moment the company scales and invoice volumes grow, you’re left constantly playing catch-up. And as you do, quality can get compromised with mistakes slipping through all the way to payment.

Invoice scanning software can accelerate that manual work to give you control and accuracy back. Everything gets extracted and captured in minutes.

However, the market for invoice capture software is packed. How do you choose the right one for your team?

In this guide, we’ve listed the eight best invoice scanning software. We’re confident there’s one on this that will work for you.

These are:

1. Rillion – Lightning-fast AI-enhanced invoice scanning software
2. Coupa – Community-powered intelligence
3. Concur Invoice – Enterprise spend visibility
4. Sage Intacct – Modern financial management
5. Xero – Cloud accounting software that just works
6. Tipalti – Global payables infrastructure
7. BILL – AP automation software with an extensive vendor network
8. Basware – Worldwide compliance in one platform

8 best invoice scanning software at a glance

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

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

1. Rillion – Lightning-fast AI-enhanced invoice scanning software

As an AI-powered AP automation tool, Rillion has built-in invoice scanning software functionality. Its intelligent OCR automates data capture from any format. That includes: paper, email, PDF, XML, EDI, JPG, and more.

While OCR extracts text, Rillion layers machine learning and AI on top of it to understand, interpret, and correctly structure invoice data at scale.

With an accuracy rate of 95% for paper and 100% for electronic formats, AP teams can leave manual data entry behind and speed up invoicing without sacrificing accuracy.

That’s not all. Rillion’s Invoice capture software gets smarter over time thanks to AI and machine learning algorithms. The system can “teach” itself to recognize supplier invoices based on their layout and store that information for future reference. When a supplier sends in an invoice, Rillion’s invoice data capture software automatically recognizes it and populates the relevant fields without any manual input required.

Rillion includes all the traditional features of an AP automation solution with invoice scanning, 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.
• Riley, the AI Assistant: Ask the built-in AI questions about invoices, suppliers, or workflows and get instant answers. Riley helps users navigate the system, resolve issues quickly, and stay productive without delaying AP financial tasks.
• Automated 3-way PO matching: Automatically matches invoices against purchase orders and good receipts by comparing individual line items and flagging any discrepancies for review.
• Approval workflows: Set customizable rules or AI-driven suggestions for automated approval workflows. Option for role-based approval rules.
• Payment automation Rillion offers automated payments, including secure virtual cards and automated reconciliation.
• Multi-entity management: Approve invoices, manage spend, and gain real-time visibility across multiple companies or locations from one screen. Perfect for healthcare groups, hospitality chains, or manufacturers with distributed finance operations.
• Role-based approval workflows: Assign permissions based on roles to improve security, compliance, and efficiency. Finance leaders maintain control, and approvers get automated reminders with the option to approve via mobile or desktop.
• Reporting and analytics: Get actionable insights you can use to identify bottlenecks and improve operational efficiency.
• Virtual card payments with rebates: Securely pay vendors using virtual cards, reducing fraud risk while earning rebates, turning AP from a cost center into a value driver.
• 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.

Rillion’s standout feature – Automated three-way PO matching

Matching invoices against purchase orders and receipts is a key part of the AP process. But doing it manually is time-consuming as you have to cross-reference line items and confirm everything matches up. It also increases the risk of costly errors — something no business can afford.

Rillion features three-way matching capabilities that automatically match purchase orders, invoices, and receipts. If any details don’t match, the system flags any discrepancies like mismatches or incorrect amounts. That way, AP teams can immediately review the invoice to keep it from holding up the payment cycle.

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 VMG Construction uses Rillion to automatically capture invoice data and create approval workflows for their AP processes.

2. Coupa – Community-powered intelligence

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 scanning software include:

• Automatic 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.

3. Concur Invoice – Enterprise spend visibility

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 scanning 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.

4. Sage Intacct – Modern financial management

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 scanning 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.

5. Xero – Cloud accounting software

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 scanning 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, some users struggle 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.

6. Tipalti – Global payables infrastructure

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 scanning 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 payment support 

One standout feature of Tipalti is that it’s capable of processing global payments.
The platform comes with international payment coverage to 200 countries in 120 different currencies. For companies that have vendors around the world, this can help simplify the process.

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.

7. BILL – AP automation software with an 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 scanning 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.

8. Basware – Worldwide compliance in one platform

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 scanning software include:

• 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.

How to choose the best invoice scanning software for your company

Even with Electronic Data Interchange (EDI), 80 to 90% of the invoices that medium to large businesses receive are paper or email. Most companies still rely on manual data entry or legacy OCR systems to key these invoices into their accounting systems.

The right invoice scanning software can streamline your entire AP process, from invoice capture to final payment. Ask the following questions to find the best solution:

• What is your current invoice processing volume? Assess current and projected invoice volumes to find a solution that can handle your workload. It should be able to accommodate higher invoicing volumes as your company grows.
• What invoice formats do you receive? The best invoice scanning solutions use advanced OCR technology that can capture and extract data from different formats like paper invoices, PDFs, and emails.
• Which accounting system do you use? No one likes to spend hours on manual data entry. Ensure the solution offers native integrations with your ERP system so you don’t have to keep switching between systems.
• What level of automation do you need? Determine whether you need basic invoice capture or more advanced features like automated matching to streamline your AP workflows.
• Do you have any industry-specific compliance requirements? If your company operates in healthcare, you’ll want to choose a solution that’s HIPAA compliant. It should also come with full audit trails for transparency.
• How advanced are the AI capabilities? Modern invoice capture goes far beyond OCR. Look for built-in AI and machine learning that can learn supplier layouts, predict coding, improve approval routing, and increase accuracy over time. Leading solutions also embed AI assistants to help users navigate the system, answer vendor or invoice questions, and eliminate manual steps

If you’re looking for a solution that combines accuracy, scalability, and ease of use, Rillion leads the pack as the best invoice capture software. Features like intelligent OCR capture and automated workflows enable you to speed up invoicing while reducing errors.

Schedule a demo of Rillion today to start automating your AP processes.