Managing invoices efficiently is a cornerstone of strong financial operations and trusted vendor partnerships. Yet, for many organizations, invoice processing can be a source of delays, errors, and frustration. Manual approval steps, scattered communications, and missing paperwork can slow down payments and create unnecessary stress for finance teams.
Invoice approval software offers a solution. By automating the review, validation, and authorization of invoices, these digital platforms help businesses eliminate bottlenecks, reduce mistakes, and foster better collaboration across departments. Whether your team is handling a handful of bills or hundreds each month, the right invoice approval system can transform the way you manage your payables—making the entire process faster, more transparent, and far less prone to error.
In this article, we’ll explore what invoice approval software is, why it matters, the key features to consider, and how leading solutions can help your organization achieve a smoother, more efficient invoice workflow.
What is invoice approval software?
At its core, invoice approval software is a digital tool or platform that automates the review, validation, and authorization of incoming invoices. It replaces cumbersome paper trails, endless email chains, and manual data entry with structured, automated workflows. Whether referred to as invoice workflow software, invoice approval system, or bill approval software, these platforms share a common goal: making invoice authorisation seamless, transparent, and efficient.
With the rise of cloud based invoice approval solutions and easy integration into existing accounting ecosystems, organizations of all sizes can benefit from speed, accuracy, and real-time oversight in their invoice approval workflow software.
Features to look for in invoice approval software
Not all invoice authorisation software is created equal. When evaluating your options, here are the features you should prioritize:
1. Customizable workflow automation
Look for invoice approval workflow software that lets you design automated routes based on criteria such as vendor, amount, or department. Drag-and-drop workflow builders are especially useful for tailoring processes to your needs.
2. Role-based access and permissions
A robust invoice approval system should offer granular access controls, ensuring only authorized staff can view, edit, or approve invoices at each stage.
3. Seamless ERP and accounting integration
Your software should integrate smoothly with your existing accounting or ERP systems to eliminate duplicate data entry and maintain consistency across platforms.
4. Document management and e-signatures
Attach supporting documents, annotate invoices, and allow electronic signatures for true end-to-end digital invoice approval.
5. Real-time dashboards and analytics
Gain actionable insights with intuitive dashboards, tracking invoice status, bottlenecks, and turnaround times at a glance.
6. Notifications and automated reminders
Never miss an important deadline. Automated email and in-app notifications keep invoices moving, while reminders prompt approvers into action.
7. Compliance support and audit trails
Every action taken within the software should be recorded, creating a secure, auditable history for every invoice.
8. Mobile and remote access
Modern business moves fast. Your cloud based invoice approval solution should offer web and mobile access so finance leaders can review and approve invoices from anywhere, at any time.
9. User-friendly interfaces
Intuitive navigation, drag-and-drop actions, and clear instructions minimize training time and speed up adoption.
10. Scalability
As your company grows, so too should your software. Look for invoice workflow software capable of expanding with your needs.
Recommended invoice approval software at a glance
Lark: Best for teams needing integrated collaboration, document management, and finance processes in a single platform.
Cflow: Best for finance teams needing custom, no-code approval workflows.
Rillion: Best for mid-to-large organizations seeking robust AP automation.
HighRadius: Best for enterprises handling complex, high-volume invoice processes.
SAP Concur: Best for global businesses needing unified travel, expense, and invoice control.
Jotform Workflows: Best for small businesses wanting affordable, easy approval workflows.
Quadient AP: Best for medium and large companies with complex AP and compliance needs.
ApprovalMax: Best for SMBs using cloud accounting in need of straightforward approvals.
ProcureDesk: Best for mid-market firms seeking integrated procurement and invoices.
Kissflow: Best for organizations needing flexible workflow automation beyond finance.
Top 10 invoice approval software platforms
Selecting the best invoice approval software for your organization is a critical decision. Here, we compare ten leading solutions—focusing on overall functionality, unique strengths, possible drawbacks, and ideal use cases.
1. Lark
Overview:
Lark is more than just a collaboration suite—it stands out as a uniquely integrated invoice approval workflow software that brings together messaging, file sharing, and process automation within a single digital workspace. Invoice approvals are seamlessly woven into Lark’s broader platform, empowering teams to communicate, collaborate, and act on requests in real time.
Pros:
Unified platform for both communication and approvals:
All invoice discussions, document sharing, and approval actions happen within the same workspace, eliminating the need to switch between multiple apps and reducing miscommunication.Real-time notifications and integrated chat for faster decisions:
Instant alerts and built-in chat groups keep both requesters and approvers informed, enabling immediate clarification and quicker approvals.Highly customizable workflows for all invoice types:
Organizations can tailor approval processes to fit different invoice categories, departments, or approval hierarchies, ensuring every invoice is routed correctly.Easy data synchronization with Lark Base for analytics and dashboarding:
Seamlessly connect invoice data to Lark Base, allowing for real-time analytics, custom dashboards, and better decision-making.Ready-made templates for immediate use:
Teams can launch invoice approval workflows quickly using pre-built templates, minimizing setup time and ensuring best practices are followed.Robust data management and export capabilities:
Invoices can be filtered, tracked, and exported easily, providing clear oversight and simplifying reporting or audit preparation.Cross-organization approval, ideal for vendor collaboration:
External partners and vendors can be securely included in the approval process, streamlining communication and speeding up cross-company workflows.Flexible support for multi-step, complex approvals:
Lark accommodates invoices that require multiple approvers or additional documentation, allowing for custom routing based on amount, type, or other criteria.Mobile-ready interface, supporting remote and distributed teams:
Approvals and invoice management can be handled on the go, making it easy for teams to stay productive regardless of location.
Cons:
Lark Approval’s advanced features come with a learning curve, so users may need to actively explore its functions and utilize resources like the Lark Help Center and Lark’s YouTube channel to fully optimize their approval workflows.
Best for:
Businesses seeking a modern, all-in-one digital workspace where finance processes, collaboration, and document management meet.
Learn more: Lark Approval: It's easier than you think
2. Cflow
Image source: cflowapps.com
Overview:
Cflow invoice approval software helps organizations automate invoice processing with customizable workflows, automated notifications, and reporting tools. Its mobile app supports invoice tracking, document management, and real-time collaboration, making approvals quicker and more efficient.
Pros:
Intuitive drag-and-drop workflow editor
Extensive integration capabilities with other SaaS tools
Detailed analytics and reporting
Secure cloud based platform
Cons:
Advanced customization may require initial training
User interface could feel crowded for beginners
Best for:
Finance teams needing customized, automated approval chains without dedicated IT support.
3. Rillion
Image source: rillion.com
Overview:
Rillion is an accounts payable automation platform designed to simplify and accelerate invoice approvals. With features like automatic data capture, mobile approvals, and customizable workflows, Rillion ensures invoices are processed quickly and transparently, without the hassle of managing complicated templates.
Pros:
AI-driven workflows automatically select the right approval route for each invoice, reducing manual setup.
Flexible approval rules can be tailored by amount, vendor, location, or other criteria, with the option to easily add new approvers.
Mobile-friendly interface enables users to review and approve invoices on the go, speeding up the process.
Real-time invoice tracking provides clear visibility into every stage of approval.
Cons:
Designed for more complex AP environments (may be over-featured for small businesses)
Best for:
Mid-sized to large organizations looking for a comprehensive, scalable solution for all AP automation needs.
4. HighRadius
Image source: highradius.com
Overview:
HighRadius is an AI-driven finance automation suite, offering robust solutions for accounts receivable and invoice authorisation software. Its invoice approval solution brings the power of machine learning to document capture, exception handling, and workflow automation.
Pros:
AI-powered invoice matching and validation
Powerful analytics engine for continuous improvement
Deep ERP integration
Configurable, rule-based workflows
Cons:
Initial implementation can be resource-intensive
Pricing reflects enterprise capabilities
Best for:
Large enterprises seeking advanced automation and analytics for complex, high-volume invoice workflows.
5. SAP Concur
Image source: concur.com
Overview:
A global leader in expense and invoice management, SAP Concur is well-known for integrating travel, expense, and vendor invoice workflows into one seamless cloud-based platform. By centralizing financial processes, SAP Concur enables organizations to gain greater control and visibility over spending across departments and geographies. Its scalable solution supports businesses of all sizes, fostering compliance, improving transparency, and helping drive smarter financial decisions on a global scale.
Pros:
Recognized for security, compliance, and depth of feature set
Intuitive interfaces and strong mobile support
Flexible workflow automation
Built-in policy enforcement
Cons:
May require significant configuration for bespoke workflows
Higher cost of ownership compared to smaller alternatives
Best for:
Global companies needing integrated travel, expense, and invoice management with enterprise-class compliance controls.
6. Jotform Workflows
Image source: jotform.com
Overview:
Jotform brings its popular drag-and-drop form builder to the world of digital invoice approval. With Jotform Workflows, organizations can create customized invoice forms and route them through multi-step workflows with ease.
Pros:
Extremely user-friendly, built for non-technical teams
Customizable templates and workflows
Cost-effective for smaller organizations
Accessible from any device
Cons:
Focuses on basic approval workflows—lacks deeper AP automation
Limited built-in analytics
Best for:
Small businesses or startups needing a simple-to-deploy, affordable approval system.
7. Quadient AP
Image source: quadient.com
Overview:
Quadient AP empowers finance teams to automate and streamline invoice processing with advanced data capture, customizable approval workflows, and seamless ERP integration. The platform offers real-time visibility into every stage of the accounts payable process, making it easy to manage invoices, reduce manual tasks, and maintain accurate records across multiple entities.
Pros:
Highly accurate automatic invoice data capture minimizes manual entry and errors
Digital invoice storage enables instant search and simplifies audits
Real-time reporting provides up-to-date insights for monthly accruals and workflow status
Quick to deploy, with full AP automation setup in just a few hours
Cons:
Primarily designed for AP automation, so it may lack broader workflow automation features needed by companies seeking a more general or cross-departmental process automation solution.
Best for:
Medium and large businesses with complex AP requirements and compliance concerns.
8. ApprovalMax
Image source: approvalmax.com
Overview:
ApprovalMax is a popular invoice approval software for organizations using Xero, QuickBooks Online, and other cloud accounting platforms. It extends these platforms with customizable approval workflows, rules, and policy enforcement.
Pros:
Seamless integration with major accounting apps
Highly configurable multi-step workflow automation
Robust audit trails for compliance
Designed with accountants in mind
Cons:
Limited outside the accounting ecosystem
May require additional integration for broader AP needs
Best for:
SMBs already using cloud accounting software who need easy, auditable approval workflows.
9. ProcureDesk
Image source: procuredesk.com
Overview:
ProcureDesk is an end-to-end procure-to-pay platform that incorporates advanced invoice approval as part of a broader procurement digitization strategy. The platform streamlines purchasing, invoice management, and expense tracking in a single, unified system. With powerful automation and integration capabilities, ProcureDesk simplifies compliance and provides organizations with better visibility and control over their spending.
Pros:
Automates invoice approval and AP workflows, reducing manual paperwork
Centralized, electronic invoice capture via OCR and AP email inbox
Seamless integration with accounting systems for efficient payment processing
Cons:
Implementation may require process realignment
Could be complex for organizations with basic needs
Best for:
Mid-market companies seeking unified procurement and invoice management.
10. Kissflow
Image source: kissflow.com
Overview:
Kissflow is a versatile cloud-based automated workflow platform. Its electronic invoice approval software is fully configurable and easily adapted for other business process automations. The platform enables businesses to customize approval workflows to fit their exact needs, offering flexibility for various use cases beyond accounts payable.
Pros:
Visual workflow designer for process customization
Integrates with many popular apps and tools
Scalable for companies of all sizes
Encourages cross-departmental digital transformation
Cons:
May take time to realize full potential due to flexibility
Requires investment in training and process mapping
Best for:
Organizations looking for a flexible, cross-functional process automation platform that is not limited to finance.
Conclusion: Improve invoice approval with Lark
Choosing the best invoice approval software can make a profound difference in your organization’s efficiency, risk management, and overall satisfaction for both internal teams and external partners. Whether your priority is robust compliance, ease of use, or agile collaboration, today’s platforms offer a solution for every challenge.
Lark stands out by coupling state-of-the-art digital invoice approval with team collaboration, real-time messaging, and integrated analytics. Its unique ability to bring together every stakeholder in one transparent, workflow-driven platform allows for a level of flexibility and productivity unavailable in traditional finance tools. With Lark, finance teams don’t just process invoices—they transform the way work gets done.
If you’re ready to embrace modern, integrated invoice management, Lark’s invoice approval workflow is an excellent place to start.
