Approvals that don't stall
Your thresholds decide who approves what. The approver sees the invoice, the match, the budget and the coding together, and anything left sitting moves up to the next person.
Each supplier invoice is read, coded and checked against what you ordered and received, and reaches a person only when something doesn't add up.
Read and coded, like last time
Smartbills reads the vendor, reference, dates, subtotal, taxes and line detail from a PDF, a scan or an email. It suggests the GL account your team used for that supplier last time.
- No per-vendor templates
- Duplicates caught before routing
- Unsure fields flagged for review
Three-way match on every line
The purchase order, the goods receipt and the invoice are compared line by line. When all three agree, the invoice goes through. When they don't, the approver sees the gap: a short shipment, or a price above the PO.
- Quantity, unit price and total per line
- Tolerances you set
- Two-way match when there's no goods receipt
Scheduled on each vendor's terms
Each vendor keeps how they want to be paid (EFT, ACH, wire, cheque or card) and their terms. Approved invoices leave scheduled with the method, amount and date, ready to release through your bank.
How accounts payable works
Invoices come in
Connect the Gmail or Outlook mailbox suppliers send to, drop files in, or let suppliers submit them directly.
Read and checked
Each invoice is read, coded from that supplier's history and checked for duplicates.
Matched and routed
It's compared with its PO and goods receipt, then sent to whoever approves that amount.
Scheduled and posted
Approved invoices are scheduled for payment and posted to your accounting software with the original attached.
Keep exploring
See all products- ProductBill fetchingInvoices that only live on vendor portals, downloaded on a schedule and passed to accounts payable while there's still time to approve them.
- ProductBill payComing soon: release approved supplier payments in scheduled runs from Smartbills, with the person who approves a bill kept apart from the one who pays it.
- ProductVendor managementKeep each supplier's terms, tax forms, insurance certificates, banking details and bills on a single record that AP and your approvers all work from.
FAQ
Frequently asked questions
What people ask us before they sign up.
Accounts payable automation software handles the work between an invoice arriving and a payment being approved: reading it, coding it to GL accounts, matching it to POs and goods receipts, routing approvals and posting to the ledger. In Smartbills it sits next to receipts and expense management, and supplier invoices and card spend reconcile in one place.
It's highest on suppliers you pay often, because Smartbills learns their layout and your coding from your own history. The first invoice from a new supplier is where a person still checks, and Smartbills flags fields it is unsure of for review instead of posting them silently.
Three-way matching checks that the purchase order, the goods receipt and the invoice agree on items, quantities and price before payment. It catches over-billing, short shipments and duplicate charges. If you don't record goods receipts, a two-way match of invoice against PO does the same job with the documents you have.
Yes. Smartbills checks the vendor, invoice reference and amount as each invoice arrives, and catches near-matches like a resent invoice with a changed reference. The check runs before approval: a duplicate stops in the queue instead of turning up in an audit.
Each vendor record keeps its payment method (EFT, ACH, wire, cheque or card) and its terms. Approved invoices are scheduled with that method, amount and date, ready to release through your bank, and foreign-currency invoices show the exchange rate. Paying straight from Smartbills arrives with Bill Pay, which is coming soon.
Smartbills posts to QuickBooks, Xero and Sage with two-way sync: vendors, GL accounts, invoice status and payments match in both systems, and your accounting software stays the system of record. The NetSuite integration is coming soon.
Accounts payable is everything that must be true before a payment is safe: capture, coding, matching, duplicate checks, approval and scheduling. Bill pay is the payment itself. Smartbills handles the accounts payable side today, and Bill Pay is coming soon.
Four things: how invoices come in (email, upload or supplier portals), whether lines are matched to the PO and goods receipt, how approvals route and escalate, and whether entries post to your accounting software with the invoice attached. Smartbills covers all four.
Get started
See your own invoices coded and matched.
Bring a batch of last week's supplier invoices and we'll run them through reading, coding and three-way match during the demo.