Quick Overview
- 1#1: QuickBooks Online - Cloud-based accounting software that automates accounts payable with bill management, vendor payments, approvals, and bank integrations for small businesses.
- 2#2: Xero - User-friendly cloud accounting platform offering robust accounts payable features like bill capture, recurring payments, and multi-currency support tailored for small businesses.
- 3#3: Bill.com - AP automation tool that streamlines bill approvals, payments, and reconciliations with seamless integrations for small to mid-sized businesses.
- 4#4: Zoho Books - Affordable online accounting solution with automated bill tracking, vendor portals, and payment scheduling designed for small businesses.
- 5#5: FreshBooks - Intuitive invoicing and accounting app that handles accounts payable through easy bill entry, expenses, and payment processing for freelancers and small teams.
- 6#6: Wave - Free cloud-based accounting software providing simple accounts payable management with bill scanning and unlimited payments for very small businesses.
- 7#7: Melio - AP payment platform that enables fast bill payments via ACH, checks, or wires with approval workflows and QuickBooks sync for small businesses.
- 8#8: Sage 50cloud - Hybrid desktop-cloud accounting software with strong AP features like inventory-linked bills and cash flow management for growing small businesses.
- 9#9: Plooto - Secure AP automation solution for bill approvals, bulk payments, and reconciliations, ideal for small businesses seeking efficiency.
- 10#10: ZipBooks - Modern accounting tool with time tracking and basic AP functionality including bill management and invoicing for startups and small firms.
Tools were selected and ranked based on key factors like automation capabilities, ease of use, integration flexibility, and overall value, ensuring the list prioritizes solutions that deliver real-world efficiency for small businesses of varying needs.
Comparison Table
Managing accounts payable effectively is vital for small businesses, and selecting the right software can enhance efficiency, accuracy, and cash flow. This comparison table features top tools including QuickBooks Online, Xero, Bill.com, Zoho Books, FreshBooks, and more, outlining key features, pricing structures, and user experience to help readers identify the best match for their operations.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | QuickBooks Online Cloud-based accounting software that automates accounts payable with bill management, vendor payments, approvals, and bank integrations for small businesses. | enterprise | 9.7/10 | 9.8/10 | 9.2/10 | 9.0/10 |
| 2 | Xero User-friendly cloud accounting platform offering robust accounts payable features like bill capture, recurring payments, and multi-currency support tailored for small businesses. | specialized | 9.1/10 | 9.3/10 | 8.8/10 | 8.7/10 |
| 3 | Bill.com AP automation tool that streamlines bill approvals, payments, and reconciliations with seamless integrations for small to mid-sized businesses. | specialized | 9.2/10 | 9.5/10 | 8.7/10 | 8.8/10 |
| 4 | Zoho Books Affordable online accounting solution with automated bill tracking, vendor portals, and payment scheduling designed for small businesses. | specialized | 8.7/10 | 8.5/10 | 9.0/10 | 9.2/10 |
| 5 | FreshBooks Intuitive invoicing and accounting app that handles accounts payable through easy bill entry, expenses, and payment processing for freelancers and small teams. | specialized | 7.8/10 | 7.2/10 | 9.2/10 | 8.0/10 |
| 6 | Wave Free cloud-based accounting software providing simple accounts payable management with bill scanning and unlimited payments for very small businesses. | other | 7.8/10 | 7.2/10 | 9.2/10 | 9.5/10 |
| 7 | Melio AP payment platform that enables fast bill payments via ACH, checks, or wires with approval workflows and QuickBooks sync for small businesses. | specialized | 8.7/10 | 8.5/10 | 9.2/10 | 9.0/10 |
| 8 | Sage 50cloud Hybrid desktop-cloud accounting software with strong AP features like inventory-linked bills and cash flow management for growing small businesses. | enterprise | 7.8/10 | 8.2/10 | 6.9/10 | 7.4/10 |
| 9 | Plooto Secure AP automation solution for bill approvals, bulk payments, and reconciliations, ideal for small businesses seeking efficiency. | specialized | 8.3/10 | 8.2/10 | 9.1/10 | 8.0/10 |
| 10 | ZipBooks Modern accounting tool with time tracking and basic AP functionality including bill management and invoicing for startups and small firms. | specialized | 7.2/10 | 6.8/10 | 8.5/10 | 8.7/10 |
Cloud-based accounting software that automates accounts payable with bill management, vendor payments, approvals, and bank integrations for small businesses.
User-friendly cloud accounting platform offering robust accounts payable features like bill capture, recurring payments, and multi-currency support tailored for small businesses.
AP automation tool that streamlines bill approvals, payments, and reconciliations with seamless integrations for small to mid-sized businesses.
Affordable online accounting solution with automated bill tracking, vendor portals, and payment scheduling designed for small businesses.
Intuitive invoicing and accounting app that handles accounts payable through easy bill entry, expenses, and payment processing for freelancers and small teams.
Free cloud-based accounting software providing simple accounts payable management with bill scanning and unlimited payments for very small businesses.
AP payment platform that enables fast bill payments via ACH, checks, or wires with approval workflows and QuickBooks sync for small businesses.
Hybrid desktop-cloud accounting software with strong AP features like inventory-linked bills and cash flow management for growing small businesses.
Secure AP automation solution for bill approvals, bulk payments, and reconciliations, ideal for small businesses seeking efficiency.
Modern accounting tool with time tracking and basic AP functionality including bill management and invoicing for startups and small firms.
QuickBooks Online
enterpriseCloud-based accounting software that automates accounts payable with bill management, vendor payments, approvals, and bank integrations for small businesses.
Integrated Online Bill Pay for direct ACH, check, or card payments to vendors without leaving the platform
QuickBooks Online is a leading cloud-based accounting software that provides comprehensive accounts payable (AP) management for small businesses, enabling users to enter, track, approve, and pay bills seamlessly. It supports automated bill capture via email or mobile scan, vendor portals for self-service, and multiple payment methods including ACH, checks, and credit cards directly from the platform. With robust reporting and bank integrations, it ensures accurate cash flow tracking and reconciliation, making AP processes efficient and scalable.
Pros
- Advanced bill management with automation, approvals, and recurring payments
- Integrated online bill pay with low fees via QuickBooks Payments
- Excellent reporting, vendor management, and bank reconciliation tools
Cons
- Advanced AP workflows (e.g., multi-level approvals) locked behind higher plans
- Initial learning curve for users new to accounting software
- Add-on costs for payments and payroll can increase total expenses
Best For
Small to medium-sized businesses needing a full-featured, scalable AP solution integrated with overall accounting.
Pricing
Starts at $30/month (Simple Start) with core AP; Plus ($90/month) and Advanced ($200/month) unlock advanced features; annual discounts available.
Xero
specializedUser-friendly cloud accounting platform offering robust accounts payable features like bill capture, recurring payments, and multi-currency support tailored for small businesses.
Hubdoc-powered bill capture with OCR for automatic data entry and matching
Xero is a cloud-based accounting software tailored for small businesses, providing robust accounts payable (AP) tools such as bill entry, approval workflows, and payment scheduling. It automates bank reconciliations, supports multi-currency bills, and integrates with Hubdoc for intelligent bill capture and data extraction. Ideal for streamlining AP processes alongside full accounting functions like invoicing and reporting.
Pros
- Intuitive bill management with approval workflows and repeating bills
- Unlimited users and seamless bank feeds for reconciliation
- Strong integrations including Hubdoc for automated bill capture
Cons
- Advanced AP automation may require paid add-ons like Bill Pay
- Pricing tiers escalate quickly for higher-volume businesses
- Limited native support for check printing and bulk payments
Best For
Small businesses with teams needing integrated AP workflows within comprehensive cloud accounting.
Pricing
Starts at $15/month (Early plan) up to $78/month (Established plan) billed annually, unlimited users, with add-ons extra.
Bill.com
specializedAP automation tool that streamlines bill approvals, payments, and reconciliations with seamless integrations for small to mid-sized businesses.
Patented Bill Capture with OCR for instant bill data extraction and auto-matching to vendors
Bill.com is a comprehensive cloud-based accounts payable (AP) and accounts receivable (AR) automation platform tailored for small to midsize businesses. It streamlines bill capture through OCR scanning, email forwarding, or mobile upload, followed by customizable multi-level approval workflows to ensure compliance and control. Payments can be executed via ACH, virtual credit card, or physical checks, with seamless two-way sync to accounting software like QuickBooks Online and Xero, minimizing manual entry and errors.
Pros
- Robust approval workflows reduce payment errors and fraud risks
- Seamless integrations with QuickBooks, Xero, and 100+ apps
- Flexible payment options including ACH, checks, and international wires
Cons
- Pricing can escalate with add-ons and transaction fees
- Steeper learning curve for complex workflows
- Occasional delays in accounting sync during high volumes
Best For
Small businesses with 10-100 bills per month seeking automated AP processes and strong accounting integrations.
Pricing
Starts at $45/user/month (Essentials plan billed annually); higher tiers up to $79/user/month (Corporate); plus per-transaction fees for payments.
Zoho Books
specializedAffordable online accounting solution with automated bill tracking, vendor portals, and payment scheduling designed for small businesses.
Customizable multi-level bill approval workflows
Zoho Books is a cloud-based accounting platform designed for small businesses, offering comprehensive accounts payable (AP) tools including bill creation, vendor management, and payment processing. It features automated workflows for bill approvals, recurring bill scheduling, and integration with bank accounts for seamless reconciliation. Ideal for handling AP alongside other accounting needs like invoicing and expenses, it supports multi-currency transactions and provides real-time AP dashboards for better cash flow visibility.
Pros
- Intuitive bill entry and multi-level approval workflows
- Automated recurring bills and bank reconciliation
- Strong integrations with Zoho ecosystem and third-party apps
Cons
- Advanced AP automation limited in lower tiers
- Occasional glitches in mobile app for payments
- Customer support slower on free plan
Best For
Small businesses seeking an affordable, integrated accounting solution with solid AP capabilities without needing a standalone tool.
Pricing
Free for businesses under $50K revenue; paid plans from $20/mo (Essential, 3 users) to $240/mo (Ultimate, 15 users), billed annually for discounts.
FreshBooks
specializedIntuitive invoicing and accounting app that handles accounts payable through easy bill entry, expenses, and payment processing for freelancers and small teams.
Effortless bill-to-payment workflow with one-click bank reconciliation
FreshBooks is a cloud-based accounting platform primarily designed for small businesses and freelancers, offering robust invoicing alongside solid accounts payable tools for tracking and managing bills. Users can enter bills manually or via bank imports, set due dates, pay vendors directly through integrations, and reconcile transactions automatically. It provides basic reporting on expenses and payables, making it suitable for simple AP needs without complex workflows.
Pros
- Intuitive interface ideal for non-accountants
- Strong mobile app for bill entry and approvals on the go
- Seamless bank feeds and auto-categorization for quick reconciliation
Cons
- Lacks advanced AP features like multi-level approvals or batch payments
- Limited vendor management depth compared to dedicated AP tools
- Client/vendor limits on lower plans restrict scaling
Best For
Freelancers and small service-based businesses needing simple bill tracking integrated with invoicing.
Pricing
Lite ($19/mo, 5 clients), Plus ($33/mo, 50 clients), Premium ($60/mo, unlimited); annual billing saves 50%.
Wave
otherFree cloud-based accounting software providing simple accounts payable management with bill scanning and unlimited payments for very small businesses.
100% free unlimited bill and expense management without subscription fees
Wave is a free, cloud-based accounting software tailored for small businesses, with accounts payable features that include bill creation, expense tracking, receipt scanning, and vendor management. It allows users to upload bills, categorize expenses, schedule payments, and reconcile with bank accounts seamlessly. While not as advanced as dedicated AP platforms, it provides essential tools for managing outflows without any subscription costs for core functionality.
Pros
- Completely free core accounting and AP tools with unlimited bill tracking
- Intuitive interface and mobile app for easy expense entry on the go
- Seamless bank integrations for quick reconciliation and automation
Cons
- Transaction fees for bill payments (e.g., 1% for ACH)
- Limited advanced AP features like approval workflows or purchase order matching
- Basic reporting lacks depth for growing businesses
Best For
Solopreneurs and micro-businesses with simple, low-volume AP needs seeking a cost-free entry-level solution.
Pricing
Free for accounting, bills, and expenses; payments via ACH at 1% per transaction, credit card at 2.9% + $0.60.
Melio
specializedAP payment platform that enables fast bill payments via ACH, checks, or wires with approval workflows and QuickBooks sync for small businesses.
Pays vendors by physical check mailed for a low fee, even if they aren't Melio users—no need for recipients to sign up or use digital banking.
Melio is a cloud-based accounts payable (AP) platform tailored for small businesses, enabling seamless bill payments to vendors via ACH, checks, wires, and sometimes credit cards. It integrates directly with popular accounting software like QuickBooks Online, Xero, and FreshBooks, automating syncs for invoices and payments. Key features include payment approvals, scheduling, recurring payments, and real-time tracking, making it easier to manage cash flow without manual checks or bank logins.
Pros
- Free ACH payments to U.S. vendors with no monthly subscription
- Intuitive interface with quick setup and strong accounting integrations
- Flexible payment options including mailed checks without vendor signup required
Cons
- Fees for checks ($1.50+), wires ($20+), and credit cards (2.9%) can accumulate for high-volume users
- Limited full AP automation compared to enterprise tools like Bill.com
- Occasional reports of integration sync delays and slower customer support
Best For
Small businesses and freelancers seeking simple, low-cost bill pay solutions with easy accounting syncs and no subscription fees.
Pricing
Free for ACH payments; pay-per-use fees: $1.50+ for checks, $20+ for wires, 2.9% for credit cards; no monthly plans required.
Sage 50cloud
enterpriseHybrid desktop-cloud accounting software with strong AP features like inventory-linked bills and cash flow management for growing small businesses.
Industry-specific editions with tailored AP workflows for sectors like construction and manufacturing
Sage 50cloud is a hybrid desktop accounting software with cloud connectivity, tailored for small businesses handling core financial tasks including accounts payable. It enables efficient bill entry, vendor management, payment processing via check or ACH, and approval workflows to streamline AP operations. The platform also supports purchase order matching, 1099 compliance, and detailed reporting, making it suitable for businesses needing robust on-premise control with cloud backup.
Pros
- Comprehensive AP tools like bill approvals, PO matching, and 1099 filing
- Strong integration with banks, Microsoft 365, and industry-specific add-ons
- Reliable for detailed reporting and audit trails in growing SMBs
Cons
- Outdated desktop interface with a steeper learning curve
- Not fully cloud-native, limiting remote/mobile access
- Higher pricing and less flexibility compared to pure SaaS AP solutions
Best For
Established small businesses with 5-50 employees needing integrated desktop accounting and AP management with compliance focus.
Pricing
Starts at $59.97/month (Pro, 1 user) to $108.49/month (Premium, 5 users), billed annually; Quantum editions higher for advanced needs.
Plooto
specializedSecure AP automation solution for bill approvals, bulk payments, and reconciliations, ideal for small businesses seeking efficiency.
PlootoPay: Instant payments to vendors via email without requiring their bank details or signup.
Plooto is a cloud-based accounts payable automation software tailored for small and medium-sized businesses, especially in Canada, focusing on streamlining bill capture, approval workflows, and payments. It integrates seamlessly with QuickBooks Online and Xero for automatic syncing of invoices and payments, reducing manual data entry. The platform supports EFT, wires, checks, and international payments in CAD/USD, with features like recurring bills and unlimited approvers.
Pros
- Intuitive, user-friendly interface with quick setup
- Seamless two-way sync with QuickBooks and Xero
- Unlimited users and approvers on all plans
- PDG-accredited for secure Canadian payments
Cons
- Bill volume limits on lower tiers require plan upgrades
- Limited integrations beyond major accounting software
- Primarily geared toward Canadian businesses with CAD/USD focus
- Basic reporting compared to enterprise competitors
Best For
Canadian small businesses needing straightforward, compliant AP automation integrated with QuickBooks or Xero.
Pricing
Starts at $31/month (billed annually) for Starter (10 bills/mo), $49/mo for Pro (50 bills), $89/mo for Premium (200 bills), with custom Enterprise pricing.
ZipBooks
specializedModern accounting tool with time tracking and basic AP functionality including bill management and invoicing for startups and small firms.
Free forever plan with unlimited bill tracking and basic payments
ZipBooks is a cloud-based accounting software tailored for small businesses, providing essential tools for invoicing, expense tracking, and accounts payable management. It enables users to enter vendor bills, attach receipts, set due dates, and make payments via ACH, credit card, or check directly from the platform. While it offers solid basic AP functionality, it lacks advanced workflow automation and is best suited as part of a broader bookkeeping suite rather than a standalone AP solution.
Pros
- Intuitive interface that's quick to learn for non-accountants
- Free plan includes core AP features like bill entry and tracking
- Seamless bank integrations for payment reconciliation
Cons
- Limited advanced AP tools such as approval workflows or multi-entity support
- Basic reporting on payables compared to dedicated AP software
- Payment processing fees can add up for frequent transactions
Best For
Solo entrepreneurs or very small teams with low bill volumes needing simple, affordable AP within general accounting.
Pricing
Free plan available; paid tiers start at $17/month (Healer), $37/month (Pro), up to $95/month (Elite), billed annually.
Conclusion
After evaluating the top 10 accounts payable tools, the clear winner is QuickBooks Online, offering robust automation, integrations, and comprehensive features tailored to small businesses. Xero and Bill.com stand out as strong alternatives—Xero for its user-friendly design and multi-currency support, and Bill.com for streamlined approvals and reconciliations—catering to diverse needs.
Explore QuickBooks Online today to experience simplified accounts payable, from bill management to vendor payments, and take your small business efficiency to the next level.
Tools Reviewed
All tools were independently evaluated for this comparison