If you’re searching for the best AP automation software to modernise your finance operations, you’re in the right place. Automating accounts payable is no longer a luxury — it’s necessary for businesses that want to save time, reduce errors, and gain visibility into spending.
Table of Contents
This guide explains why AP automation matters, which features to look for, how much it costs, and why Zahara is the ideal solution for SMEs and mid-sized businesses.
Why Automate Accounts Payable?
Manual accounts payable is time-consuming and prone to errors. Switching to AP automation software delivers clear advantages:
- Control: Enforce budgets and approval rules to avoid overspending.
- Efficiency: Eliminate repetitive data entry with smart automation.
- Accuracy: Use tools like OCR to capture invoice data quickly and correctly.
- Visibility: Get real-time insights into payments, approvals, and cash flow.
- Compliance: Maintain full audit trails and reduce the risk of fraud or duplicate payments.
Comparing AP Automation Software Options
When evaluating AP automation solutions, you need software that fits your business goals. Below, we compare leading providers so you can make an informed decision.
| Provider | Key Features | Best For | Website |
|---|---|---|---|
| Zahara | Multi-step approvals, OCR, PO matching, integrated payments | SMEs & mid-market finance teams | Visit Zahara |
| Yooz | Fast invoice capture, cloud-based archive, mobile access | Medium-sized businesses | Visit Yooz |
| Bill.com | Xero & QuickBooks integrations, flexible payments | Small businesses & freelancers | Visit Bill.com |
| Tipalti | Global payments, tax compliance, ERP integrations | Scaling global companies | Visit Tipalti |
| Stampli | AI invoice capture, Slack integration, vendor chat | Collaborative AP teams | Visit Stampli |
| Airbase | Corporate cards, spend management, expense controls | Startups & VC-backed firms | Visit Airbase |
Zahara combines purchase orders, invoice approvals, and payments into one platform — ideal for growing finance teams.
Why Choose Zahara?
At Zahara, we built our AP automation software to address every critical stage of the accounts payable process:
Purchase Orders
Set budgets and approval workflows to stop overspending before it happens. Learn more about our purchase order software.
Invoice Processing
Use OCR invoice scanning to process invoices up to nine times faster while cutting errors. Learn more about our automated invoice processing.
Approvals
Customise approval paths to match your needs — by department, site, or role — for better control and compliance.
Payments
Integrate with trusted payment providers for seamless, secure payment runs with full audit trails.
How Much Does AP Automation Software Cost?
Pricing varies based on your business size and feature needs. Typical ranges:
- SMEs typically pay from ~£120/month for a full-featured solution.
- Larger enterprises: from £300–£700+/month for advanced functionality.
At Zahara, plans start from £142/month, or as low as £118/month when paid annually — offering a full-service solution without the need for multiple tools. See our pricing for details.
Zahara vs. Manual AP Processes
Here’s how Zahara compares with manual workflows:
| Process Step | Manual AP | Zahara |
|---|---|---|
| Invoice Capture | Email, print, scan | OCR, email, drag-and-drop |
| Approvals | Paper or email chains | Automated workflows |
| Duplicate Detection | Manual checks (high risk) | Automatic detection |
| Month-End Close | Slow, error-prone | Faster, accurate reporting |
| Visibility | Limited across teams | Real-time dashboard |
| Costs | High admin costs, delays | Lower costs, faster decisions |
Your Roadmap to AP Automation Success
Adopting AP automation software is straightforward when broken into steps:
Step 1: Assess Your Current Process
Identify bottlenecks, risks, and manual tasks.
Step 2: Define Must-Have Features
Look for OCR, approval workflows, and accounting system integrations.
Step 3: Schedule Demos
See the software in action and ask specific questions about your workflows.
Step 4: Prepare for Implementation
Clean your data and create a rollout plan with your provider.
Step 5: Implement the Software
Collaborate with the provider, configure the system, and train your team.
Step 6: Optimise Your Process
Review and refine workflows regularly to maximise the benefits.
Customer Testimonials
Our customers consistently praise Zahara’s intuitive interface and powerful features:
“Zahara helped us control purchasing, deliver projects on budget, improve cash flow, and strengthen supplier relationships.” — Purchasing Manager, Citu
“The budgets feature is fantastic. Zahara’s approval workflows are exactly what we needed.” — Sharon Turner, Group Financial Controller, 4D Pharma
“Zahara has been a complete revolution for our clients.” — Bridge Financials
Read more customer success stories.
What’s Next?
Adopting AP automation software can transform your finance operations. Instead of wrestling with spreadsheets and paper trails, empower your team with a more innovative, efficient solution.
If you’re an SME or growing enterprise looking for a complete platform, including purchase orders, invoice processing, approvals, and payments, contact us today.
Try out the future of AP, register a Zahara trial for FREE.
Try Out ZaharaFrequently Asked Questions
What is AP automation software?
It’s software that automates the accounts payable process — from capturing invoices to approvals and payments — reducing manual work and errors.
How much does AP automation software cost?
For SMEs, expect to pay from £100–£120/month. Larger enterprises may pay several hundred pounds monthly depending on needs.
Does Zahara integrate with my accounting software?
Yes. Zahara works seamlessly with platforms like Sage, Xero, and QuickBooks.
How long does implementation take?
A simple Zahara can be up and running within 30 minutes. For more sophisticated structures, our Zahara specialists can take you through setting up Zahara. From initial kick-off to full go-live is typically between 6 to 12 weeks, but this will include setup, training, and initial tweaks and assistance that crops up through using a new system for the first time.
