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Level 1

Accounts Payable Workflow Invoice Approval Software

We use QuickBooks Enterprise Solutions Desktop - Contractor 21.0


Does anyone know of a good AP workflow automation software that installs locally and stores invoice images locally? I have looked at, Centsoft, Stampli, MineralTree, AvidXChange, Beanworks and all have fallen short of what I am looking for.


I am used to software like Sage Paperless and Timberline Paperless


This is my preferred process (all performed inside AP software)

  • Scan in batches of invoices into AP Software (one file)
  • Go through & quickly separate the batch file into individual invoices (typically by just clicking the spacebar)
  • Switch to coding screen
  • Code invoices and then click submit
  • Then various rules are automatically ran in background to assign approvers based on job #, vendor #, Invoice $$, etc.
  • Invoice then routes through all levels of approvals
  • Once highest level of approval has been completed, then invoice is ready for payment


Below is a list of problems I ran into with the above listed providers (, stampli, etc.)

  • Not able to automatically route based on project manager assigned to job
  • Only registered "users" of AP software can see images of invoices when clicked within QuickBooks Desktop
  • Cannot upload batch pdf files with multiple invoices, which we would later tell the AP software where to separate pdf into separate invoices
  • Cannot store images on our own server
  • Cannot pull project manager assigned to specific job in QuickBooks desktop into AP Workflow software and assign as an approver
  • AvidXchange had 24 to 48 hour turnaround, which is crazy
  • No built-in credit card reconciliation module
2 Comments 2
QuickBooks Team

Accounts Payable Workflow Invoice Approval Software

Hi @ryan-tatumhomes,


Although I'm unable to point you to a specific app that will work for you, I suggest you view this page: Apps for QuickBooks Desktop.


Under Categories, you can click on Business Function, then select Accounts Payable. This will filter out the list of apps you can use for this specific concern. Check the apps, and see which one works for you. 


I'll share this article with you: Resolve AR and AP balances on the cash basis Balance Sheet. It's a detailed guide on how you can handle and resolve issues with the Balance Sheet. This is in regards to the total balance of your Accounts Receivable and Accounts Payable. 


Post a reply if you have other questions with apps you can use with QuickBooks Desktop. I'll get back to you as soon as I can. 

Fiat Lux - ASIA
Level 15

Accounts Payable Workflow Invoice Approval Software


Have you explored Billcom?



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