How to Choose the Right Accounts Payable Software for Your Business

Choosing the best accounts payable (AP) automation solution is no easy task. After all, there are so many areas to consider. Getting it right is critical to streamlining the invoice capture, approval, processing and payment steps. You already know that automating these tasks can save time for your people and help give you greater visibility into company-wide spending. So, where do you start?   

We’ve helped more than 53,000 businesses of all types and sizes worldwide to automate and modernise their spend management processes. Along the way we’ve learned what matters when evaluating invoice management solutions. 

Here are the essential criteria to consider when comparing different AP automation options. You can also download this handy checklist to use as template when weighing up different providers: 

 

Invoice Management Solution Comparison Checklist

Make an informed decision when it comes to choosing your accounts payable solution and benchmark Concur Invoice against other options you may be evaluating in the market.

Get the Checklist

Criteria #1: Solution Features & Capabilities

With so many solution providers and technology platforms available, it can be easy to get distracted with flashy features and lose sight of the challenges you’re looking to solve for. 

A best practice is to first evaluate your current finance processes and system. 

Ask yourself: 

• Which of our current invoice management processes are manual versus partially digitised versus fully automated? 
• What are the gaps and pain points that manual workarounds are trying to overcome, such as having to use manual data entry or complex spreadsheets? 
• What do our employees, IT team, HR team, finance team, and senior leadership team think of our current processes? Are they frustrated? Losing valuable time to inefficient admin tasks? Lacking specific data needed to be effective in their roles? 

Then list the key features and capabilities that are critical to your organisation. Your list could include the following features of a future-ready invoice management solution: 

• Spend request features that automate the process of requesting purchases before spend occurs. 
• AI-powered invoice capture that intelligently scans uploads and validates invoice line-item data. 
• Three-way matching to compare purchase orders (POs) to goods receipts and invoice data to ensure they match up before sending to your accounting system. 
• Tailored invoice approval workflows that send the right invoices to the right people for approval, with automated email and mobile app notifications. 
• Invoice payment automation with batch payment scheduling via EFT or virtual card payments.  

Take a look at the full list of Concur Invoice functionality and features in this comparison checklist. 

Criteria #2: Integration & Scalability  

The #1 question from your IT team will likely be: Will it connect to our existing business systems? To answer this and other important integration and implementation questions, consider: 

• Does the solution have versatile integration options, including Web Services, Secure FTP, pre-built connectors, and on-demand file upload? 
• Will the solution integrate with our ERP, CRM, and HR solutions, such as Sage Intacct, QuickBooks, Dynamics 365, ADP, and SAP? 
• Does the solution provider have a large ecosystem of solution and service extensions, along with a network of third-party technology and service partners?

Learn about integrations for SAP Concur solutions and what else is possible with the SAP Concur solutions ecosystem. 

"The integration with other systems allowed us to use SAP Concur tools more efficiently and saved the company money and time." - SAP Concur user, via G2.com  

Criteria #3: Innovation  

A key area to consider is whether the provider you’re evaluating has an eye on the future and the investment to match. You want to avoid costly regrets further down the line because your chosen solution can’t scale or adapt with your business needs.  

Now more than ever, investments in technology must deliver long-term value. Ensure the solution provider you choose has the innovation track record, R&D investment, and industry expertise needed to continually advance technology in your favour.  

Consider: 

• Is the solution provider on the forefront of technology innovation and what proven track record do they have?   
• What additional solutions and service extensions are available right now? 
• How often are product updates issued and how are they issued? 
• What level of technology development investment and resources does the solution provider commit to annually? 

Learn more about where SAP Concur and AI are heading. 

"Generative AI can estimate a cost, but it can't tell you what your company policy is or what your company generally spends. Combining AI and your data - that's where we can add real value."  - Fred Fredericks, Chief Product Officer, SAP Concur 

Criteria #4: Security  

Security standards and protocols are always evolving, so it’s crucial to involve your IT team or an IT consultant in reviewing solution platform options.  

Minimum security capabilities of cloud-based software platforms currently include: 

• One-click, SAML-based Single Sign-On (SSO). 
• Data-at-Rest and Data-in-Motion secure data handling and encryption. 
• Industry accreditations and annual security audits, such as PCI DSS, ISO 27001, ISO 9001, SOC1 / SOC 2. 
• Policies and practices that adhere to global privacy standards, including GDPR, PIPEDA, and CCPA. 

Find out how SAP Concur solutions offer data security you can trust. 

Criteria #5: Support  

You need support you can rely on in the moment. In fact, we believe the expertise and availability of sales, implementation, and support personnel are a true indication of a solution provider that is committed to your company’s ongoing success.  

When looking at a solution provider’s level of support, ensure that they offer at minimum:  

• Live rep 24/7 support via phone, chat, and email for your administrators, ideally also in multiple languages. 
• Breadth and quality of online knowledge base and forum, on-demand webinars, and user guides. 
• Option for on-call support for your employees. 

Visit the SAP Concur Community. 

“The OCR element of Concur Invoice is fantastic, the best I’ve seen in an invoice processing system. It’s a real time saver.” - Michael Berry, Head of Change Management, Ingeus 

Read the case study.  

Criteria #6: Reputation:

With the variety of new solution platforms and providers flooding the market, one evaluation criteria that can help clear the playing field from the outset is reputation. 

Consider:  

• How long has the solution provider been in business? 
• How many users does the solution platform have and in which countries? 
• Is the invoice management solution highly rated by users and third-party technology reviewers? 
• Has the solution and solution provider earned any industry accolades and awards, especially in recent years? 

Curious about what our 85+ million users think about SAP Concur solutions? Read our reviews 

Concur Invoice: The One to Beat  

See what makes Concur Invoice the best choice for your business or get the Comparison Checklist to learn more about why our customers – and competitors – all say SAP Concur is still the one to beat. 

For a quick look at Concur Invoice, take a self-guided tour.