Keeping on top of supplier invoices can be a challenging task. Paper documents, shared inboxes, and manual approvals slow everything down. That’s where invoice management software comes in. It provides a precise and reliable method for capturing, approving, and processing every invoice.
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Zahara provides finance teams with a structured, accurate, and efficient way to manage the entire process. It reduces errors, shortens approval times, and improves visibility across your organisation.
This guide walks through how Zahara supports invoice management, what to look for in a system, and how Zahara compares with platforms like Stampli.
What Invoice Management Software Should Deliver
You want a system that does the basics well:
- Capture invoices accurately
- Route them for approval
- Match them to purchase orders
- Track spend against budgets
- Send approved invoices to your accounts system
- Create audit trails for compliance
Zahara covers all of this. The platform is purpose-built for purchase-to-pay, which means it controls spend before an invoice arrives rather than just reacting to it.
How Zahara Supports Invoice Management
1. Automated Invoice Capture
Invoices are scanned using OCR to extract supplier details, dates, line items, and totals. Zahara’s capture engine is tuned for AP, reducing manual data entry and improving accuracy.
Link internally to your OCR content if you want:
2. Clear, Fast Approvals
Routes can be simple or multi-step. Approvers receive notifications, review the invoice on any device, and leave comments. This keeps things moving and avoids month-end bottlenecks.
3. PO Matching and Budget Control
If you are also using Zahara for purchase orders, invoices match automatically against POs and goods received. Any mismatches are flagged instantly. Budgets update in real time.
Internal links you may choose to add:
4. Export to Your Finance System
Once approved, invoices flow straight into your accounts system ready for posting and payment. No rekeying. No missed invoices.
5. Full Audit Trails
Every action is logged. You can track who approved what and when. This makes audits easier and improves compliance.
6. Scheduled Supplier Payments
Zahara can also manage payment runs and supplier payouts, helping you keep cash flow predictable.
Learn more: scheduled supplier payments
Zahara vs Stampli: What’s Different?
Stampli focuses heavily on invoice communications and collaboration. Zahara’s approach is broader — it brings purchase orders, approvals, budgets, goods receipting, and invoicing together in one place. Here’s how the two differ for invoice management:
1. Control Starts Earlier
Zahara controls spend at the purchase order stage, not just when the invoice arrives.
Stampli focuses mainly on invoice processing.
2. Built for Purchase-to-Pay
Zahara gives you:
- PO creation
- Pre-spend approvals
- Budget tracking
- Goods receipting
- Invoice automation
- Supplier payments
Stampli is streamlined but more limited if you want full P2P control.
3. Flexible Multi-Step Approvals
Zahara’s approval workflows can be simple or highly structured.
Stampli is strong on collaboration inside the invoice itself, but it does not offer the same purchase-order-driven routing.
4. Better for Complex Spend
If you handle:
- Construction projects
- Multi-site operations
- Department-level budgets
- Capex approvals
Zahara gives you wider control and clearer reporting.
5. Transparent Pricing for SMEs and Mid-Market
Zahara keeps pricing simple. This helps smaller finance teams adopt automation quickly.
Stampli often targets larger enterprises with higher-volume AP teams.
Why Businesses Choose Zahara for Invoice Management
Here’s what customers say they value most:
- Simple interface
- Faster approvals
- Fewer invoice errors
- Better compliance
- Clearer budget visibility
- Strong support from setup to ongoing use
Zahara helps finance teams shift from “firefighting” at month-end to staying in control throughout the month.
Best Practices for Using Invoice Management Software
To get the most value:
- Use purchase orders to control spend before invoices arrive
- Set clear approval workflows
- Train approvers on how and when to respond
- Automate as much data capture as possible
- Connect your finance system for smooth exporting
- Monitor budgets weekly
Zahara supports each step with easy tools and clear reporting.
Should You Add Purchase Orders Too?
Short answer: yes.
Most invoice problems come from missing POs, missing approvals, or unclear commitments. Zahara fixes this by linking procurement and invoicing into one system.
If you introduce POs alongside invoice management, you gain:
- Accurate budgets
- No unexpected supplier bills
- Automatic matching
- Faster approvals
- Cleaner audits
PO + Invoice Automation is Zahara’s strongest advantage over Stampli’s single-focus design.
Frequently Asked Questions
What is invoice management software?
It’s a system that captures, tracks, approves, and stores supplier invoices digitally.
Does Zahara include invoice approval workflows?
Yes. Approvals can be single-step or multi-step, with routing based on department, project, site, or value.
Can Zahara match invoices to purchase orders?
Yes. Zahara handles 2-way and 3-way matching and flags issues automatically.
Does it integrate with accounting systems?
Zahara exports invoices directly into your finance system once they’re approved.
Is Zahara suitable for construction and multi-site businesses?
Yes. Zahara is widely used in these sectors because of its flexible approvals, budgets, and project tracking.
Try Zahara for Faster, Clearer Invoice Management
If you want fewer errors, faster approvals, and clearer financial control, Zahara gives your finance team the tools to stay organised and ahead of supplier invoices.
