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Streamline invoice processing with accounts payable software and AP automation. Capture vendor invoices, route approvals, prepare payments, and monitor cash requirements in one connected financial management system.
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AcumatiCares
Product
Accounts Payable Software
Automate Accounts Payable Within Your Cloud ERP
Acumatica Accounts Payable helps growing and midsized businesses streamline invoice capture, approvals, payments, and reporting. Connected with purchasing, inventory, projects, Cash Management, taxes, and the General Ledger, it reduces manual work and gives finance teams the information they need to make informed payment decisions.
- Route bills through configurable approval workflows
- Process vendor payments individually or in batches
- Monitor outstanding balances, due dates, discounts, and cash requirements
- Support accounting across multiple currencies and entities
- Maintain source documents, role-based security, and audit history
Benefits of Accounts Payable Solutions
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Automate Invoice Capture and Processing
Capture information from PDF invoices and email attachments with AI-assisted bill entry. Reduce repetitive data entry and keep source documents attached to AP transactions so reviewers can verify invoice details.
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Review Invoice Details and Exceptions
Review captured invoice information alongside the original document before approval or payment. Apply configured vendor defaults and purchasing controls to help teams identify discrepancies that need attention.
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Automate Invoice Approvals and Payment Controls
Route bills and payments through configurable approval workflows. Apply payment terms, due dates, discounts, and purchasing tolerances to support consistent reviews and informed payment preparation.
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Strengthen AP Controls and Audit Readiness
Control access to sensitive vendor information through role-based permissions. Keep supporting documents and transaction history available to help finance teams investigate changes and prepare for audits.
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Monitor AP Performance and Cash Requirements
Review outstanding invoices, aging balances, upcoming payments, and available discounts. Use reports and dashboards to understand payment obligations and plan outgoing cash.
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Connect AP with Purchasing and Financial Accounting
Keep vendor invoices connected with purchasing, inventory, projects, taxes, Cash Management, and the General Ledger. Give finance teams access to related records without relying on disconnected spreadsheets and applications.
Accounts Payable Software Features
Automated Invoice Capture and Bill Entry
Use optical character recognition and AI-assisted processing to capture information from PDF invoices and email attachments and create AP documents. Review captured details before continuing through the approval and accounting workflow.
Invoice Review and Supporting Documents
View source invoices and related PDF documents alongside AP records. Help reviewers verify amounts, vendor details, and supporting information without switching between separate screens or files.
Invoice Approval Workflows
Configure approval workflows to route bills to the appropriate reviewers. Support consistent invoice review before documents move forward for payment preparation.
Vendor Payment Preparation and Processing
Prepare payments individually or in batches using configured payment methods. Review due dates, discounts, outstanding balances, and applicable adjustments when selecting bills for payment.
AP Aging and Cash Requirements Reporting
Monitor outstanding and overdue vendor balances using configurable aging categories. Review cash requirements and vendor activity to support payment planning and financial analysis.
Multiple AP Accounts in GL
Link groups of vendors to specific AP accounts in the GL. Default accounts can be overridden during bill or payment processing. Acumatica automatically offsets the correct account when the payment is applied.
Audit Trail
Maintain a traceable history of AP transactions, including user activity and supporting documents. Correct transactions through adjustments, reversals, or voiding workflows as permitted by the document type and status.
Multiple Currency Support
Manage vendor invoices and payments in foreign currencies. Apply configured exchange rates, calculate realized currency gains and losses, and revalue open balances to determine unrealized gains and losses.
Vendor Refunds
Process vendor refunds that debit a cash account and credit an AP account, and apply refunds against debit adjustments or prepayments.
Cash Basis Accounting
Support cash-basis accounting by recording revenue and expenses when payments are received or disbursed, rather than when transactions are recorded.
VAT on Prepayment Invoices
Calculate and track VAT on vendor prepayment invoices when the applicable functionality is enabled. Maintain tax amounts alongside prepayment balances to support VAT accounting and reporting.
Automated Tax Calculation and Reporting
Calculate applicable taxes using configured tax rules and support tax reporting within your financial workflows. Verify tax zones by address and manage taxable and non-taxable lines within AP documents.
Purchase Price Variance (PPV)
Proactively monitor costs by setting tolerances with automated approval notifications when the actual purchase price on supplier bills deviates from the expected price on the purchase receipt transaction.
1099 Reporting
Track 1099 activity for designated vendors and generate required reports. Support 1099-NEC and 1099-MISC reporting and e-filing, and allow multiple branches to close tax periods independently.
Canadian T5018
Generate T5018 slips to comply with the Canadian Revenue Authority’s (CRA) requirement for reporting the total contract payments made to subcontractors during a calendar year or fiscal period.
Vendor Account Security
Control access within your accounts payable software by specifying which individuals and roles can view and modify vendor account information and balances. Restrict sensitive vendor information.
Invoice Preview in Side Panels
Preview invoices and related PDF documents in side panels while reviewing or entering AP transactions, so users can validate details without leaving the current screen.
Acumatica Accounts Payable Software – FAQs
What is Accounts Payable Software?
Accounts payable software helps businesses record vendor invoices, manage approvals, track amounts owed, prepare payments, and maintain accounting records. Acumatica connects these activities with purchasing, Cash Management, reporting, and the General Ledger within its cloud ERP system.
Who needs accounts payable automation?
Accounts payable automation is useful for businesses managing growing invoice volumes, multiple approvers, recurring manual entry, or limited visibility into payment obligations. Acumatica supports growing and midsized organizations that need to coordinate AP activity across vendors, entities, currencies, and purchasing processes.
How does AP automation work?
AP automation uses document capture, configured rules, and workflows to reduce manual invoice processing. In Acumatica, teams can capture information from PDF invoices and email attachments, review AP documents, route approvals, prepare payments, and monitor outstanding obligations.
How does accounts payable work within an ERP system?
An ERP connects accounts payable with related purchasing, operational, and accounting records. Acumatica links AP activity with purchasing, inventory, projects, Cash Management, taxes, and the General Ledger, helping finance teams review supporting information and maintain connected financial records.
What controls help reduce invoice and payment errors?
Useful controls include vendor defaults, approval workflows, purchasing tolerances, restricted access to vendor information, and review of source invoices. Acumatica supports these controls alongside transaction history and supporting documents to help teams identify discrepancies and investigate changes.
What is the difference between accounts payable software and vendor-payment automation?
Accounts payable software manages vendor bills, approvals, liabilities, and accounting records. Vendor-payment automation focuses on executing payments and tracking their status. Acumatica Accounts Payable supports the accounting workflow, while connected solutions such as AP Payments powered by BILL provide additional payment capabilities.
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