Accounts payable automation
Expense management software
Replace expense reports, spreadsheets and inaccurate forecasts with real-time expense management for your AP workflow.
Fast reply, free demo
Easier expenses
Simplify expense management with automation
Never lose another receipt
Gain visibility into spend sooner by having employees upload receipts and create expense reports from anywhere, through a web browser or a mobile app.
Reduce risk with automated compliance controls
Create robust approval channels to ensure compliance with expense policies.
Speed up approvals and reimbursements with automation
Reduce back-and-forth questions and delays by giving managers online and mobile access to approvals.
Improve visibility and insight into spend
Gain insight into employee and management spending patterns for all departments, locations or legal entities as soon as expenses come in. Easily search and filter the results with accessible tracking and accounting features.
Save time with automatic GL coding
Reduce manual work for your accounting team with automatic GL coding. Set up customized expense receipt categories that seamlessly map to your GL codes, ensuring transactions are coded instantly in the background with no extra effort required.
See expense management automation in action
By the numbers
Real results for finance teams
5x
50%
56%
99%
<6hrs
Integrate expense management software with your ERP
Watch expense reports transform into invoices, automatically syncing with your accounting software, with no double data entry or import/export needed.
Quadient AP automation software integrates with leading ERPs like QuickBooks, Sage, NetSuite, Microsoft Dynamics, Xero, and more, streamlining accounting, procurement, and compliance.
With automated workflows and real-time syncing, businesses reduce errors, improve visibility, and ensure audit-ready financials. Whether cloud-based or on-premise, Quadient keeps accounts payable seamless and efficient.
Credit card reconciliation
Part of the Quadient AP expense module, credit card reconciliation automates the entire process of matching your credit card expenses with your general ledger. It eliminates manual entry, reduces errors, and saves you time and hassle.
Connect your business credit cards to your spend management software and sync your transactions.
Capture and attach receipts to your expenses using our mobile app or email forwarding.
Categorize and approve your expenses with smart rules, tools, and workflows.
Export your reconciled data to your accounting software with a simple click.
Credit card reconciliation is easy to set up, secure, and compliant with the latest standards and regulations.
Product features
Key capabilities
Our expense management solution streamlines key aspects of your expense processes, offering automation, compliance, and seamless integration
Flexible workflow automation
Streamline your team's AP workflow, from purchase to payments
Multi-company management
Manage multiple companies or locations centrally
Secure digital document storage
Secure, compliant storage with automated policy enforcement, audit trails, and SOC 2/GDPR certification
Unlimited user access
Provide access to everyone involved in AP
Mobile friendly approvals
Access and approve invoices on iOS / Android
Fast implementation
Automate your accounts payable in less than 6 hours
What finance teams say about Quadient AP
Dynamic Systems
"We now have access to all of our invoices and corresponding payment information with a few clicks of a mouse."
Expense management solutions frequently asked questions
Expense management software is a digital tool that enables businesses to track, manage, and optimize employee expenses while ensuring compliance with corporate policies and tax regulations. It automates key aspects of expense management, including reporting, approval workflows, receipt tracking, and analytics, simplifying the receipt-to-reimbursement process.
Expense management automation tools work by streamlining the entire expense process through digital means. This involves automating tasks such as data entry, receipt capture, and approval workflows. Employees can submit expenses digitally, which are automatically categorized and routed for approval based on predefined policies. This reduces manual intervention, minimizes errors, and accelerates the reimbursement cycle.
Effective expense management is essential for maintaining financial control, ensuring compliance, and supporting informed business decisions. Without a structured system, organizations risk overspending, inaccuracies, and compliance issues that can hinder growth.
Automated expense management tools help your finance team track and categorize spending in real time, giving you full visibility into how funds are used across departments and projects. This clarity not only prevents errors and duplicate payments but also empowers leaders to forecast budgets with greater confidence.
Automated expense management software replaces manual tasks like data entry, spreadsheet updates, and receipt chasing with intelligent rules-based workflows.
Employees can easily upload receipts through mobile apps or browsers, while the system automatically codes, routes, and approves expenses according to your company’s policies. This reduces back-and-forth communication, speeds up approvals and reimbursements, and eliminates the bottlenecks often caused by manual reviews.
With automation handling the repetitive work, finance teams can close the books faster, identify spending trends sooner, and devote their time to high-value activities that drive business performance.
The benefits of automating employee expenses and reimbursements with spend-tracking software include:
Time and cost savings: Automation reduces the time employees and finance teams spend on manual data entry and processing, leading to significant cost savings.
Improved accuracy: Automated systems minimize human errors associated with manual expense reporting, ensuring more accurate financial records.
Enhanced compliance: Automated processes enforce adherence to company policies and regulatory requirements, reducing the risk of fraudulent expense claims and non-compliance penalties.
Real-time visibility: Automation provides real-time insights into spending patterns, enabling better financial planning and decision-making.
Several steps can be automated in the expense management approval process:
Expense submission: Employees can submit expenses digitally through mobile or web applications, eliminating the need for paper receipts.
Policy enforcement: Automated systems can instantly flag non-compliant expenses based on predefined company policies, ensuring adherence before approval.
Approval workflows: Expenses can be automatically routed to the appropriate approvers based on organizational hierarchies and expense types, streamlining the approval process.
Reimbursement processing: Once approved, expenses can be automatically processed for reimbursement, reducing delays and improving employee satisfaction.
Automating these steps enables businesses to enhance efficiency, reduce processing times, and maintain better control over employee-initiated expenses.
The cost of expense management varies depending on your organization’s size, number of users, and the specific features you require. Pricing is typically customized to align with your accounts payable workflow and integration needs.
Most providers, including Quadient AP, offer flexible pricing models that scale with your business, allowing you to start small and expand as your needs grow. To receive a tailored quote and explore available plans, request a demo today.
See expense management automation in action
Discover what Quadient AP can do for your business.
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