“Have I paid that vendor yet?” you ask yourself as you sort through the dozens of invoices you’ve received this month. Definitely not the way you wanted to spend your Friday afternoon.
As your small business grows, manually managing accounts payable (AP) processes becomes more challenging, time-consuming and error-prone.
Enter accounts payable software. These platforms can automate processes like invoice management and payment processing while syncing to your accounting software to ensure nothing slips through the cracks.
This article offers an overview of the six best accounts payable software solutions for small businesses so you can find just the right platform for your needs. We’ll also give you a list of the features you should look for when choosing a platform, plus tips for how to make your decision.*
Financial admin eating up too much of your time? We can take it off your plate
Automate your accounts payable processes with Juni and free up your day for more impactful work.
*The information about all the platforms discussed in this article was collected between 9 January 2024 and 11 January 2024. This article was written and approved by Juni and is intended as marketing material.
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Whenever you’re researching software, whether that be an accounts payable solution or inventory management platform, you need to be clear on what functionalities your business needs. So before we get into our list, here are some features you should prioritise when selecting accounts payable software:
Let’s take an in-depth look at our list of software. For each platform, we’ll list its features (as well as its limitations), explain how pricing works and point out what kind of business it’s best fit for.
Juni’s platform for ecommerce entrepreneurs comes with automated accounts payable features that can help you run simpler, tighter and more accurate financial admin. With Juni, it takes just seconds to auto-collect, pay and even finance your invoices.
By collecting and scanning your invoices automatically, then pre-filling all the important payment details, Juni saves you time and reduces the risk of human error. You can also automatically import your receipts and invoices with your dedicated Juni inbox for effortless spend management, plus match receipts to transactions.
What’s more, if you need to reduce pressure on your cash flow cycles, Juni offers financing options for certain types of payments, giving you up to 120 days to pay.*
The platform goes beyond accounts payable features, also offering business accounts and cards, features to optimise cash flow management, powerful accounting automations, fast transfers and storefront integrations.
Most suitable for: Ecommerce entrepreneurs and small businesses
Juni has two plan options:
You can try our Scale plan for free for the first 30 days.
Based in Copenhagen, Pleo is a business spending solution with built-in AP automation software. Pleo’s invoice management features make it easy to capture, process, approve, pay and bookkeep invoices in a central location. With over 50 supported currencies, Pleo users can seamlessly pay vendors across the world.
Most suitable for: Companies that need to pay invoices in several currencies
Pleo has three plan options:
Spendesk is a spend management platform with accounts payable features like invoice automation and approval workflows, giving you greater control over the invoicing lifecycle and your AP processes. By using Spendesk, you can minimise (or eliminate) manual data entry for your invoicing processes, plus get real-time insights into your spending patterns.
Most suitable for: SaaS, tech and fintech companies
Spendesk doesn’t list its pricing options, so you’ll have to reach out to sales to get a quote
Sage Intacct’s cloud-based invoicing software helps small business owners and finance teams automate invoice management with the power of AI. For example, simply upload or email an invoice, and the software will automatically extract details and populate fields for your approval. The platform can also detect duplicate invoices, helping you stay in control of your expenses and avoid costly errors.
Most suitable for: Businesses that need powerful analytics tools
Sage Intacct has three plans for its accounts payable software. All plans come with three months free:
While SAP Concur isn’t specifically designed for small businesses, it’s still a good fit for solopreneurs and SMBs looking to automate their AP processes. The platform automates invoicing processes, meaning you can pay suppliers quickly without constantly having to double-check invoices and complete transactions yourself.
Most suitable for: Businesses with immediate plans to scale
SAP Concur doesn’t list its pricing options, so you’ll have to reach out to sales to get a quote.
Visma is the parent organisation for a number of accounting and invoicing solutions across Europe. It has designated products for 15 different EU countries, such as Visma eKonomi, its designated Swedish accounting platform. Visma eKonomi has basic AP features for paying vendors, but it has a range of other accounting features that can help you streamline your financial admin as a whole.
Most suitable for: Small businesses in Sweden
Visma platform prices range depending on which country you operate in and the Visma product you select. Visma eEkonomi has three plans that come with supplier invoicing features:
You can have all the software comparison guides in the world available to you, but if you aren’t intentional about your decision, you may end up choosing software that falls short for your needs. Here are a few steps you can take to help you make the right decision when selecting an accounts payable platform for your small business.
By digitising the traditionally paper-intensive process of handling invoices and payments, AP software is not only more efficient than manual processes, but also minimises the possibility of errors, like a missed or incorrect payment. Having more visibility over invoices, due dates and your general spending patterns can help you maintain tighter control over your financial operations.
But to get the most out of a platform, you need to make sure you’re choosing the right one for your needs. For example, if you run an online storefront, you’ll want to choose a solution like Juni that has the specific needs of ecommerce entrepreneurs in mind.
By choosing a software solution that’s a good fit for you, you’ll make your business more agile, resilient and competitive. Meanwhile, you’ll get back more time in the day to focus on what you most love about running your company, whether that’s marketing your product, interacting with customers or finding ways to scale.
Financial admin eating up too much of your time? We can take it off your plate
Automate your accounts payable processes with Juni and free up your day for more impactful work.
*Juni Invoices is available for EU-based companies only. Media financing is available for companies registered in NL, SE, DE, FR, ES, IT, FI and NO, upon eligibility. Fees and terms and conditions apply. Click here for more details.
Accounts payable automation software helps businesses manage and track the money they owe to suppliers, vendors and other parties. Essentially, this type of software helps business owners and finance departments handle their payment processes by recording invoices, tracking due dates and organising information.
While you can manually manage your accounts payable process, this approach can be time-consuming and error-prone. A better way to keep track of accounts payable is by using specialised accounts payable software that tracks and pays your invoices for you.
You can automate accounts payable processes by using specialised software. These platforms handle a number of tasks, including:
"Only six more to go," you tell yourself as you upload yet another receipt to your accounting software. We all know the pain of searching for receipts across emails and platforms and trying to match them to expenses.
This becomes even more challenging the larger your business becomes and the more vendors you have to pay. You can avoid most of that frustration and wasted time with the right spend management software.
But not all spend management platforms will be a good fit for your business. For example, digital commerce companies need solutions that take into account sector-specific expenses like ad receipts and multiple platform payments, while small businesses need tools that simplify their financial admin, not complicate it.
This article takes a look at the six best spend management software solutions so you can find just the right platform for your needs. We’ll also give you a list of the features you should look for when choosing a platform, plus tips for how to make your decision.*
Spend less time on spend management
With real-time spend overviews, receipt matching automation and powerful integrations, Juni will make you forget what a hassle managing your expenses used to be.
*The information about all the platforms discussed in this article was collected between 17 January 2024 and 19 January 2024. This article was written and approved by Juni and is intended as marketing material.
Before taking a closer look at the tools on our list, here are six features your spend management software (also known as expense management software) should come with:
Bonus: Look out for spend management platforms that come with built-in accounts payable and invoice automation features, which will help you centralise your financial admin and save time.
Now, let's explore the solutions on our list in depth. For each platform, we’ll list its key features (as well as its limitations), explain how pricing works and point out what kind of business it’s best fit for.
Juni helps businesses in digital commerce manage their cash flow, track their expenses and optimise their profits with features that are specifically designed with ecommerce companies in mind.
While it’s not specifically expense management software, you can use the platform for your spend management needs. Juni's goal is to give everyone in digital commerce, from the CFO to the accounting team to marketing managers, everything they need to focus on business growth.
Juni’s expense management features are especially valuable for users who have multiple receipts coming from different media buying channels and online transactions. With Meta and Google Ads integrations, plus powerful receipt matching, expense management suddenly becomes easy. On top of that, you can also manage your unpaid invoices and accounts payable processes within Juni, bringing your financial admin under one roof.
All of this comes with easy access to media and inventory financing for up to 2 million EUR, helping you free up your cash flow and grow your business.*
*Juni Invoices is available for EU-based companies only. Media financing is available for companies registered in NL, SE, DE, FR, ES, IT, FI and NO, upon eligibility. Fees and terms and conditions apply. Click here for more details.
Most suitable for: SMBs and mid-market companies in digital commerce
Juni has two plan options:
SAP Concur helps you streamline processes to deliver efficiency savings, with a focus on eliminating manual data entry, lost receipts and unclaimed VAT refunds. As such, it’s best suited to larger organisations. The platform helps you reduce the risk of human error and compliance issues with automations, plus the software can identify potential mistakes and discrepancies in real-time.
Most suitable for: Larger and enterprise organisations
SAP Concur doesn’t list its pricing options, so you’ll have to reach out to sales to get a quote.
Zoho Expense is the business expense tracking app from the Zoho suite of business tools, which means it integrates with Zoho’s other financial management apps. It’s a reasonably priced platform suited to handling all aspects of expense management and reporting for SMBs. Zoho Expense automatically records expenses from receipts, simplifying and automating the expense reporting process.
Most suitable for: People already using other Zoho products (namely Zoho Books)
Zoho Expense has three plans for its spend management software:
Expensify is a spend management solution for keeping track of business expenses on the go. Most of the expense management functionality can be done on your phone, while a series of handy integrations help to automate and streamline processes around uploading and allocating receipts. Plus, it’s easy for employees to create and submit expense reports for quick reimbursement.
Most suitable for: Small businesses with lots of employee expenses
Expensify has two plans:
One of the many features of smart accounting software QuickBooks is its built-in expense management tool. There are obvious advantages to expenses being handled via your accounting platform, like how easy it is to claim business expenses for tax purposes. And when you connect your bank to the platform, QuickBooks automatically matches and organises your receipts to transactions.
Most suitable for: Businesses who want more comprehensive accounting tools built into their spend management software
Quickbooks has five plans:
Fortnox is a cloud-based accounting software platform based in Sweden that helps businesses manage their accounting and bookkeeping processes, as well as other financial admin like spend management. Users can take photos of receipts and instantly upload them via a mobile app, and the platform automatically fills in date, amount and VAT.
Most suitable for: Businesses that operate in Sweden
Fortnox has three plans:
The information in this guide can help you make your decision, but ultimately, you need to factor in considerations about your business and its needs when choosing a platform. Here are three things you can do to ensure you’re choosing an ideal solution.
As you’ll notice from the list above, different software solutions are more suitable for different business industries and sizes. For example, Juni is spend management software built with the needs of ecommerce companies in mind. So when researching a platform, pay close attention to what type of business (big or small, ecommerce or SaaS) it’s best suited for.
While it shouldn’t be the only factor that guides your decision, you can’t ignore pricing when choosing a solution. You need to find a healthy balance between a platform you can afford (and doesn't go over budget) that still gives you all the key features and functionalities you need to run smarter, more efficient financial admin.
You may be a small business now, but if you have plans of scaling in the future, you want to make sure your expense management solution can scale with you. Juni, for example, caters to both SMBs as well as mid-market companies, meaning we can provide the solutions you need from the time your business is founder-led to when it has 100+ employees.
While you can never remove expense management from your to-do list, you can find a platform that does most of the work for you. The best spend management software is one that not only simplifies financial operations but also contributes to strategic decision-making and the long-term financial health of your organisation.
To find a platform that does all that, you need to make sure you’re making your selection with the unique needs of your business in mind. For example, if you operate in digital commerce, you want to choose a solution like Juni that comes with ecommerce-specific capabilities, like features designed specifically for media buying and online transactions.
So take your time finding the right platform—doing so can lead to significant time savings and valuable insights into spending patterns, helping you improve the overall financial health and success of your business.
Spend less time on spend management
With real-time spend overviews, receipt matching automation and powerful integrations, Juni will make you forget what a hassle managing your expenses used to be.
Spend management software is a platform or tool that helps businesses manage and control their expenses. This type of solution usually includes features for receipt management, expense reporting and approval workflows. Plus, these platforms often integrate with accounting software, as well as sync with banks and credit cards.
There are a number of benefits to using spend management software to control your expenses, including:
The price of expense management software varies depending on the size of your business and what industry you operate in, as this will impact which platform you choose. Prices range from as low as £7 per month to almost £100, and some spend management systems also offer free plans to certain users.
Your business is thriving, with orders flying off your warehouse shelves. Your recent marketing campaign worked, and your new products are a big hit. But despite the booming sales, your cash flow is more like a trickle.
Every time sales come in, it feels like the money goes directly to paying off ad campaigns or suppliers, meaning your cash is always tied up. This scenario isn't just frustrating; it's a growth bottleneck many businesses face.
Enter invoice financing, which can help you bridge the cash-flow gap and keep your business on its upward trajectory.
In this article, we answer the following questions to help you better understand invoice financing and how it can help you grow your business:
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Invoice financing allows you to access funds immediately based on the value of outstanding invoices, bypassing the typical wait for customer payments. This model not only improves liquidity but also means you can reinvest in growth initiatives immediately, without having to wait for cash from accounts receivable to come in.
So imagine you sell furniture, offering your customers flexible payment options as you know that many of them can’t pay for a full dining set up front. When your customer makes a purchase, you can leverage that invoice to access cash immediately from a lending institution. Then, you either pay that money back when the customer pays you, or the customer directly pays the invoice finance company you borrowed from.
Here are the steps for how the traditional invoice financing process works:
As you can see, this strategy allows you to improve cash flow without requiring customers to make full payments at the time of purchasing your products or services. For example, invoice financing can get you out of a position of negative working capital, meaning you can invest available cash in areas like inventory, marketing and development without having to wait for customer payments to come in.
There is another, less common approach to financing invoices, which has to do with getting access to capital for your accounts payable invoices, which we’ll delve into later on. Now, let’s take a look at the different types of invoice financing.
Invoice financing can be divided into a few different categories:
It may seem like an ideal situation—your customers get flexible payment options, and you get cash right away. But while there are definitely benefits to using invoice financing, there are also potential risks involved.
There are a number of reasons you would want to consider harnessing invoice financing, which include:
Of course there are some risks to using invoice financing. These include:
Pro tip from Juni CFO Ruben Arnbert:
“Focus on using credit where the opportunities are obvious—for example, scaling an already successful product or marketing strategy,” he says.
“Be wary of using credit for opportunities you are less certain of—for example, a growth project where you have little certainty of its success.”
He suggests that you should “always create a conservative/downside scenario to stress test what level of underperformance is required for you to have difficulties repaying the credit.”
Invoice financing can be an invaluable resource for businesses in specific situations, and understanding when to utilise this financial tool can help you make the most of it. A few examples of where it’s a good fit, according to Juni CFO Ruben Arnbert, include “if you have long sales cycles, a complex product offering or low inventory turnover (i.e. a situation where a lot of your capital is tied up on your balance sheet).”
He also recommends invoice financing in situations “where you have options to deploy capital more efficiently. For example, if one SKU is flying off the shelves or an ad on Meta is converting particularly well, using invoice financing will mean releasing cash earlier, which can be used to scale.”
Here are some other circumstances where invoice financing might be a smart choice:
For ecommerce businesses with seasonal sales patterns, invoice financing can help you manage inventory and operational costs ahead of peak seasons, ensuring you're fully stocked and ready to meet customer demand.
During periods of rapid growth, the need for additional inventory, marketing and staffing can strain your cash reserves. Invoice financing offers a quick solution to fund these growth initiatives without the lengthy approval processes associated with traditional loans.
If your business often finds itself waiting on payments for prolonged periods, leading to cash flow challenges, invoice financing can provide the immediate liquidity needed to continue operations without interruption.
“Invoice financing is a great fit for ecommerce companies or industries where capital needs to be deployed for an extended period of time until it can be converted into cash. Marketing and marketing agencies are also a good fit in order to scale successful campaigns.”
-Ruben Arnbert, CFO of Juni
New or small businesses might not qualify for traditional bank loans due to a lack of credit history or collateral. Invoice financing provides an alternative by leveraging outstanding invoices for capital.
If an unforeseen opportunity arises that requires quick financial action, such as a bulk purchase discount from suppliers or an unexpected market opportunity, invoice financing can offer the swift capital injection you need to take advantage of it.
Business owners looking to preserve ownership and avoid diluting equity might find invoice financing a preferable option. It allows access to funds without having to give up a stake in your business.
We’ve been talking a lot about the traditional approach to invoice financing throughout this article, in which a financing institution provides funds based on the value of outstanding invoices. But here at Juni, we take a different approach.
We offer customers capital for invoices, meaning they get access to funds to cover expenses, from Google Ads to inventory.
In other words, we give you access to financing from 10K up to 20 million EUR, offering you up to 120 days to settle your invoices. With this approach, you can extend your runway, plus ensure you always pay your invoices on time—giving you the potential to negotiate better rates with your suppliers.
What’s more, Juni is a comprehensive platform with features like invoice and card automation to help you manage your finances and streamline payment flows.
Whether you’re facing seasonal sales cycles, managing rapid growth or simply looking to free up your cash flow, invoice financing offers a flexible solution for businesses who want to offer flexible payment terms to customers without being strapped for cash.
Yet, as with any financial decision, it's crucial to weigh the pros and cons. Invoice financing provides immediate benefits, but you need to understand its costs and implications. You also need to be clear on the different types of invoice financing and whether you’re financing customer invoices or receiving capital for accounts payable invoices.
As you consider integrating invoice financing into your strategy, remember it's one piece of the broader puzzle of managing your finances. Looking ahead and exploring comprehensive strategies for cash flow optimisation will help you build a resilient and thriving business.
*Juni Invoices is available for EU-based companies only. Media financing is available for companies registered in NL, SE, DE, FR, ES, IT, FI and NO, upon eligibility. Fees and terms and conditions apply. Click here for more details.
Invoice finance is a financial service that allows businesses to access funds tied up in unpaid invoices before their customers actually pay. By selling or borrowing against these outstanding invoices, companies can improve their cash flow immediately, rather than waiting for the usual payment cycles to complete.
Invoice financing is ideal for businesses that operate with delayed payment terms and require consistent cash flow to meet operational expenses. It's particularly useful for SMBs, startups and ecommerce platforms that experience rapid growth, seasonal sales fluctuations or have significant investment in inventory.
The cost of invoice financing varies depending on the provider, the volume of invoices and the risk associated with the transactions. Typically, fees can range from 1.5% to 5% of the invoice value per month. Factors that influence the cost include the financing company's service charges and the percentage of the invoice advanced, plus any additional fees for managing the sales ledger or collecting payments.
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