Compare the top five invoice processing software providers in Australia 2025

Managing supplier payments is a critical part of running a smooth business operation. Yet, for many businesses, processing a high volume of invoices can be a headache.

If you’re looking to streamline your accounts payable process, improve visibility over your company’s spend, and save your finance team hours of time data entry – invoice processing software is the answer.

Let’s take a look into the top five invoice processing software providers available in Australia in 2025 to get a clear picture of the options for your business.

What is invoice processing software?

Invoice processing systems are software tools designed to handle invoices and streamline the accounts payable process for businesses. The top invoice processing software minimises manual data entry and reduces human errors, enhancing efficiency, speeding up payment cycles, and improving vendor relationships.

Other features of automated invoice processing systems include automated data extraction, invoice validation and approval workflows, and bill payment error flagging. Robust controls and approval processes can help ‌boost company spend compliance.

Many invoice processing solutions integrate with existing accounting software systems to provide real-time spend visibility and reporting capabilities. The best invoice processing software will include a full suite of spend management tools, allowing you to process invoices and track, manage, and control your global spend from a centralised location.

How does an invoice processing software system work?

Think about how your team currently handles invoice processing. Do they use one system for uploading and tracking invoices, then another for internal approvals? Once approved, are they then having to switch back to the banking system to pay the invoice, before finally manually reconciling everything in your business's accounting software?

Invoice processing software works by bringing these processes together. With the right invoice processing software, you’ll be less likely to miss payment deadlines and lose control of your cash flow, and more likely to find the reconciliation process much smoother.

Here’s how it generally works;

1. Bills are uploaded and invoice information entered into the invoice processing system. The best invoicing process software on offer will enable you to do this either via direct upload or simply emailing the bills to a certain address. All relevant invoice data will then be automatically captured and recorded in the system using Optical Character Recognition (OCR) technology.

2. Invoice details are verified against Purchase Orders, and then routed through to approval. The top invoice processing software will allow a multi-layer custom-designed approval workflow tailored to your business needs.

3. Once approved, the invoice is queued for payment. Many companies still do this on an external banking system, separate from their invoice processing software. However, unified platforms are now available, which combine software with financial infrastructure, allowing for direct bill payments within the same system. 

4. Paid bills are then reconciled in accounting software against invoices and purchase orders. In many cases, this is a manual and time-consuming process. However, top providers will have integrations that will automatically sync paid bills to your accounting software.

5. Finally, you’re able to draw unique and useful insights from your invoice processing software to be able to understand your company's spend and identify areas for improvement.

The top invoice processing software providers in Australia in 2025

1. Airwallex

Airwallex (that’s us!) is an end-to-end financial platform with a suite of spend management tools, including our automated invoice processing software, Bill Pay.

Bill Pay revolutionises your accounts payable process by allowing you to upload, approve, pay, and reconcile your domestic and international bills, all within your Airwallex Business Account. Our invoice processing software is connected to our financial infrastructure, so you can directly pay bills in multiple currencies, using local payment rails in 120+ countries, without having to manually enter payment details into your bank. AI-powered automations streamline your processes with OCR technology to scan and extract invoice information, and trigger automated approval workflows, to save your team time.

2. Sage

Sage is a cloud business management solution that supports millions of small and medium-sized businesses globally. Sage Intacct is their cloud accounting and invoice processing software, designed to streamline financial management for growing organisations (typically 20+ employees). It provides automation and insights across financials, planning, HR, and payroll. Built on a flexible, scalable, and compliance-based platform and digital network, Sage Intacct has been created to grow with businesses.

3. Zoho

Zoho Invoice is invoice processing software that helps to create invoice templates, send them to customers, and accept payments online. It works on all devices, and lets you create and personalise invoice templates, invoice your customers via email, links or PDF, and receive payments via credit and debit cards, bank transfers, PayPal, and cash.

4. Wise

With Wise, you can receive money from around the world at the speed and price of local payments. Their invoice processing system lets you accept payments in 18+ currencies and then easily convert it to 40+ currencies. Invoice your customers using local account details and receive payments into the platform, as well as paying invoices in 70+ countries.

5. Xero

Founded in 2006, Xero is a full-scale financial solution featuring invoice processing software that lets you stay on top of your business’s cash flow and see all bills that are due for payment. Save time on admin by scheduling payments in advance, and embrace paperless record keeping by emailing your bills and other documents to your personal Xero files inbox.

Top features to look for in invoice processing software providers

When researching what the right choice of invoice processing software may be for your business, here are some of the top features and capabilities you should be on the lookout for.

• Time-saving automation features that are seamless to set up Your invoice processing software should give your team back hours of time each week by offering a variety of automation features to eliminate the tedious, manual data entry tasks associated with the accounts payable process.

• The ability to create multi-layer approval workflows unique to your business Be sure you can create multi-layer approval workflows across specific roles in your business, to stay in line with company spend policies and ensure no invoice slips through the cracks.

• New levels of visibility and control through real-time categorisation, tracking and reporting Your invoice processing software should ideally be part of a larger comprehensive spend management platform that features real-time visibility of spend, and makes it easy to stay on top of your due invoices.

• Unified software with financial infrastructure to avoid manual data duplication across systems Choose invoice processing software that lets you directly pay bills in multiple currencies at market-leading FX rates, without having to manually duplicate data across to banking systems and re-enter invoice and payment details.

• Flawless integrations with your existing accounting software You should be able to automate your reconciliation process by integrating with your existing accounting software. Make sure you can import data such as your chart of accounts, and sync bills and payments for smoother processing.

Compare the top invoice processing software providers in Australia in 2025

Here’s a quick comparison of the five top invoice processing software providers in Australia on their key features.

What questions should you ask when onboarding an invoice processing software provider?

• What automation capabilities does your software have? Invoice processing software that has AI and automation capabilities can save your team a lot of time, and ensure consistency and accuracy of data. Understand the approval workflow capabilities of the software, and what level of customisation is available. Are notifications available to remind your team when payments are due? AI can also be useful in invoice processing software to support data extraction from invoices, and the transfer of information to payment systems.

• Are there other spend management software products available with your solutions? Invoice processing solutions that are part of a larger suite of spend management tools can really simplify your financial management, by providing a more comprehensive view of your cash flow across the business.

• How does your software support multi-currency and international payments? Understand if your invoice processing solution is combined with financial infrastructure, to streamline invoice payments. If so, ensure that they have the payment capabilities to handle payouts in multiple currencies and countries.

• What integrations do you offer? Most popular invoice processing software providers offer integrations with major accounting and ERP tools to help streamline your operations. Pick a provider that seamlessly fits with your existing software.

Why consider Airwallex’s invoice processing software?

Invoice processing software that’s disconnected from other spend management tools and financial infrastructure can‌ end up creating more problems than it solves. For businesses seeking an all-in-one system for managing and paying global invoices, Airwallex Bill Pay offers a stand-out invoice processing solution. Its in-built financial infrastructure lets you pay bills without switching between software and banking systems. The reliance on manual processes to connect information across systems can lead to payment errors, inefficiencies, and poor financial decision-making due to forecasting errors.

• Our Bill Pay solutions saves businesses both time and money when making high-speed international transfers, with 90% of transfers arriving the same business day.

• With access to our extensive payment network to payout to 150+ countries, (120+ of which use local payment rails), you can avoid unnecessary international transfer fees.

• Our Batch Transfer feature allows you to group up to 1,000 payments at a time, to multiple vendors or countries, and in multiple currencies, with built-in error detection to prevent failed payments.

• Create multi-layer approvals based on bill currency and amount thresholds and set specific approvers or approver roles at each layer to ensure the right people are reviewing spend.

• Airwallex Bill Pay also automatically sync bills and their payments back to popular accounting software, such as NetSuite, Xero, and QuickBooks. Create and code bills with your accounting data in Airwallex or import bills directly from your accounting software to pay.

Airwallex’s Bill Pay solution is part of our unified spend management platform, which also includes Expense Management, and Borderless Cards products. By combining invoice processing software and other spend management tools into a single platform with real-time visibility, Airwallex empowers businesses to make informed financial decisions, optimise cash flow, and improve overall operational efficiency.

Open a multi-currency business account with Airwallex to get started streamlining your company’s spend management and invoicing processes.

Sources:

https://www.sage.com/sage-business-cloud/intacct/

https://www.zoho.com/invoice/

https://wise.com/au/business/

https://www.xero.com/id/accounting-software/

The information in this article is based on our own online research. Airwallex was not able to manually test each tool or provider. The information is provided for educational purposes only and a reader should consider the specific requirements of their business when evaluating providers. This research is reviewed annually. If you would like to request an update, feel free to contact us at [[email protected]]. This information doesn’t take into account your objectives, financial situation, or needs. If you are a customer of Airwallex Pty Ltd (AFSL No. 487221) read the Product Disclosure Statement (PDS) for the Direct Services available here.