Top 10 Features of the Best AP Automation Software (Why MakersHub Leads the Pack)

Investing in the best AP automation software is one of the easiest and most impactful ways to save time, reduce costs, and improve financial visibility. With the right AP automation platform in place, finance teams can move faster, avoid costly errors, and focus on more strategic work—not manual data entry.

Yet, many businesses are still stuck in outdated processes that create daily bottlenecks, including:

• Manual data entry errors – Typos, incorrect amounts, and duplicate invoices lead to costly mistakes.
• Slow approval processes – Paper-based or email approvals create bottlenecks and late payments.
• Disorganized vendor records – Missing payment terms, duplicate suppliers, and inconsistent naming conventions.
• Lack of real-time financial visibility – No clear oversight of outstanding liabilities or cash flow impact.

The right AP automation solution eliminates these problems—saving time, improving accuracy, and ensuring seamless integration with your accounting system.

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Why AP Automation is Essential for Modern Businesses

Best-in-class AP automation isn’t just about reducing manual work—it fundamentally transforms how finance teams operate by providing:

• Instant invoice data extraction – No more manual keying; AI-powered OCR captures every detail.
• Custom approval workflows – Automate invoice routing to the right decision-makers.
• Fraud Prevention & Financial Security – Detect duplicate payments and ensure compliance.
• Integrated payments – Pay vendors directly through your accounts payable (AP) system without using third-party platforms.
• Real-time sync with accounting software – Keep financial records accurate and up to date.

However, not all AP automation solutions are created equal. Some still require manual intervention, lack true QuickBooks integration, or fail to scale with your business needs.

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1. AI-Powered Data Capture: Extract Line-Item Details with 1000s of Data Points

Most AP tools only capture basic invoice details, such as vendor name, invoice number, and total amount. But invoices contain much more critical information—and MakersHub ensures you capture every detail automatically.

Beyond Basic OCR: Intelligent Data Extraction That Thinks Like a Human

MakersHub’s AI-powered OCR technology goes far beyond simple text recognition. It intelligently reads, understands, and extracts full line-item details, including:

• Item descriptions – Know exactly what was purchased without manual entry.
• Quantities – Ensure inventory levels stay accurate by tracking every unit.
• Unit prices – Catch discrepancies between purchase orders, invoices, and receipts.
• Discounts, taxes, and surcharges – No missed deductions or incorrect tax calculations.
• SKUs and part numbers – Perfect for businesses managing inventory, job costing, or project-based expenses.
• Payment terms & due dates – Automatically apply correct payment schedules and avoid late fees.
• Shipping details – Track freight costs and match invoices to received goods.
• Vendor-specific fields – Custom data points tailored to your business and suppliers.
• 1000s of other critical data points – Capture the exact details that matter to your business.

The Result? Faster AP Processing, Zero Manual Entry, and Fewer Errors

• No more manual data input – MakersHub captures everything instantly.
• Eliminate costly mistakes – Reduce human error in invoice processing.
• Speed up reconciliation – Data is categorized and matched correctly the first time.
• Gain full visibility – See every detail of your invoices without digging through PDFs.

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2. Deep, Real-Time QuickBooks Integration: One Source of Truth for AP & Vendor Management

Most AP automation tools only offer basic connections to QuickBooks, but MakersHub provides a real-time, two-way sync that ensures your accounting data stays accurate and up to date without manual intervention.

One Source of Truth for AP & Accounting

With MakersHub, your AP system and QuickBooks always stay in sync:

• Bills, approvals, and payments update instantly in QuickBooks, eliminating discrepancies.
• Changes in QuickBooks automatically reflect in MakersHub—no more mismatched records.
• Financial data stays consistent across all platforms, reducing errors and reconciliation issues.
  
  

This means no duplicate entries, no outdated information, and no manual syncing—just real-time accuracy.

Vendor Hygiene: No More Duplicate Vendors or Messy Data

Vendor management can quickly get out of control without the right system in place. MakersHub ensures clean, organized vendor data by:

• Eliminating duplicate vendors – No more multiple entries for the same supplier; MakersHub detects and prevents duplicates.
• Keeping vendor records updated – Changes made in MakersHub update QuickBooks instantly—and vice versa.
• Ensuring consistent naming conventions – Avoid confusion with misspelled or outdated vendor names.
• Providing centralized control – Manage vendor contacts, payment terms, and tax information in one place.

With MakersHub + QuickBooks working together seamlessly, your vendor records and AP process remain clean, organized, and error-free—saving time and preventing costly mistakes.

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3. Flexible, Custom Approval Workflows for Bills & Payments

MakersHub eliminates the chaos of chasing approvals by allowing you to set up automated, rule-based workflows that ensure invoices and payments move through the right approval chains—without manual intervention.

Separate Workflows for Bills & Payments

Unlike other AP tools that lump everything into a single approval process, MakersHub keeps bills and payments as distinct workflows.

• Bill Approvals: Ensures invoices are reviewed and coded properly before they enter your accounting system.
  
• Payment Approvals: Adds a second layer of oversight to prevent unauthorized or incorrect payments.
  
  

By keeping bills and payments separate, MakersHub provides tighter financial controls, better cash flow visibility, and fewer payment errors.

Approval Factors for Smarter Routing

MakersHub’s automation allows approvals to be routed based on:

• Total Amount
• Vendor Name
• PO Number
• Class
• Customer
• & more!

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No More Bottlenecks—Just Faster, Smarter Approvals

MakersHub’s automated approvals eliminate manual delays, ensuring invoices and payments get routed instantly to the right people. With clear audit trails and automatic reminders, nothing slips through the cracks.

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4. Fraud Prevention & Built-In Audit Trails: Stop Duplicate Payments & Secure Every Transaction

Fraud and payment errors can cost businesses thousands in unnecessary expenses—but with the right controls in place, you can stop these risks before they happen. MakersHub automates fraud prevention by catching duplicate invoices, mismatched totals, and unauthorized payments before they slip through.

Duplicate Invoice Detection: No More Overpayments

One of the most common AP mistakes? Paying the same invoice twice. MakersHub automatically detects and flags:

• Duplicate invoices from the same vendor – Prevent accidental reprocessing.
• Multiple invoices for the same PO – Ensure each purchase order is matched correctly to avoid overpayment.

Positive Pay: The Ultimate Check Fraud Protection

MakersHub integrates with Positive Pay, a banking security feature that stops fraudulent check payments. Here’s how it works:

• MakersHub sends a list of approved checks with exact payment details.
  
• If a check is altered, duplicated, or does not match the approved list, the bank flags it as fraudulent and does not process it.
  
  

This extra layer of security prevents unauthorized checks from clearing and protects your business from check fraud.

Built-In Audit Trails: 

Every invoice and payment processed through MakersHub creates a complete audit trail, including the following:

• Who submitted the invoice
• Who approved it (and when)
• Final payment confirmation

This level of transparency ensures financial accountability, simplifies audits, and protects against internal fraud.

MakersHub = Built-in Financial Controls Without the Extra Work

• Prevent duplicate payments automatically
• Ensure invoices match POs & receipts before approval
• Stop check fraud with Positive Pay protection
• Stay audit-ready with a complete approval & payment history

MakersHub acts as your AP watchdog, helping protect your business from fraud and payment errors—so you never lose money to mistakes again.

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5. End-to-End Invoice Processing & Payments: From Capture to Payment Without the Hassle

Managing invoices and payments across multiple systems leads to inefficiencies, delays, and costly mistakes. MakersHub eliminates manual intervention by streamlining every step of the AP process—from invoice capture to final payment—all in one platform.

One Platform for Invoice Approvals & Payments

With MakersHub, there’s no need to juggle different tools for invoice processing and payments. Everything is handled in one seamless system:

• Invoice Capture & Data Extraction – AI-powered OCR extracts every detail (including line items) and syncs them with your accounting system.
• Approval Routing – Custom workflows ensure invoices are reviewed by the right people before payment.
• Three-Way Matching – Automatically compare invoices, POs, and receipts to prevent overpayments or fraud.
• Payment Scheduling & Execution – Once approved, payments can be scheduled and sent via ACH or check directly from MakersHub.

With full automation from start to finish, your team can spend less time on AP tasks and more time focusing on strategic financial decisions.

Secure & Flexible Payment Options

MakersHub ensures your vendors are paid accurately and on time with:

• ACH Transfers – Fast, secure electronic payments.
• Check Payments – Printed and mailed directly from the platform.
• Automated Payment Scheduling – Set due dates and let MakersHub handle execution.

Real-Time Payment Tracking & Notifications

Unlike traditional payment methods where tracking is difficult, MakersHub provides:

• Real-time payment status updates – Know exactly when an invoice is scheduled, in progress, or completed.
• Automated Vendor Notifications – Vendors receive alerts when payments are sent, eliminating unnecessary inquiries.
• Centralized Payment History – Full visibility into all transactions, preventing duplicate payments and lost invoices.

Built-In Compliance & Audit Trail

Every payment made through MakersHub automatically generates a detailed audit log, recording:

• Who approved the invoice & when
• Who initiated the payment
• Time-stamped transaction details
• Copies/Images of Check details

This level of transparency streamlines audits, enhances financial security, and minimizes the risk of unauthorized payments.

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6. Adaptive Learning: Smarter with Every Invoice

Most AP systems follow static rules—but MakersHub is built to learn. Instead of requiring constant manual corrections, our adaptive AI remembers your actions and improves with every invoice you process.

OCR That Gets Smarter Over Time

Unlike traditional OCR tools that extract data the same way every time (even when they make mistakes), MakersHub’s AI-powered OCR evolves based on user input.

• Correct an OCR misread once—MakersHub won’t make the same mistake again.
• Integration Mapping—Train the system to auto-map COA fields, Customers & Projects Items, and classes.
• Even when MakersHub gets it right, you're still in control—easily override extracted fields, like swapping a PO Number for a Project Name, and the system adapts accordingly.

This means higher accuracy, fewer exceptions, and a continuously improving AP workflow—without extra effort from your team.

A Smarter System That Saves Time & Prevents Errors

• No more repetitive manual corrections – MakersHub remembers and applies them automatically.
• Fewer OCR mistakes – Data capture gets more accurate the more you use it.
• Faster invoice processing – Intelligent automation means fewer touchpoints.
• AP that works the way your business does – MakersHub adapts to your specific needs over time.

With MakersHub’s adaptive learning, your AP process isn’t just automated—it’s always improving.

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7. Line Item Mapping for Total Accounting Accuracy

Manual line item coding is tedious, time-consuming, and prone to errors—but getting it wrong can throw off your books, budgets, and reports. MakersHub eliminates this pain point by automatically mapping invoice line items to the correct accounts, categories, and tracking fields in your accounting system—specifically QuickBooks.

Accurate, Automated Mapping Where It Matters Most

Whether you’re processing 10 invoices or 10,000, MakersHub ensures that every line item lands exactly where it belongs. Our system intelligently maps:

• Chart of Accounts – Align each item with the correct expense or asset account.
• Classes – Tag transactions by department, region, or business unit for accurate internal reporting.
• Categories – Group and classify line items based on your organization’s custom structure.
• Customers & Jobs – Assign billable costs directly to clients or specific projects in QuickBooks.
• Items– Match each invoice line to a specific inventory item, service, or product in your QuickBooks item list. This enables precise inventory tracking, COGS reporting, and itemized billing.

This means you can stop spending hours assigning codes manually—and avoid costly reclassifications later on.

Why It Matters: Accounting Accuracy Without the Headaches

• Close your books faster – Clean, properly coded data means fewer adjustments during month-end.
• Power better reporting – Accurate classification leads to more insightful financials and budget tracking.
• Reduce errors – Eliminate mismatches between what was purchased and how it’s recorded.
• Improve audit readiness – Everything is traceable, reviewable, and right the first time.

With MakersHub, line-item accuracy isn’t a nice-to-have—it’s built into every invoice you process.

Say goodbye to manual sorting. Say hello to accounting clarity.

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8. Automated PO Matching with Real-Time Inventory & Accounting Updates

If you manually match invoices to purchase orders (POs) and receipts, you expose your business to delays, overpayments, and inventory discrepancies. MakersHub eliminates this risk with intelligent, automated PO matching that connects every document in the purchasing chain—invoice, PO, and receipt—with real-time updates to both inventory and your accounting system.

Matching Done Right

Unlike tools that only skim the surface of matching logic, MakersHub performs full matching:

• PO → Invoice – Both documents are compared to validate quantity, unit price, and totals.
• Tolerance thresholds – MakersHub allows you to price variances so the workflow isn’t held up by mismatches.

Dynamic PO Status Management

Once invoices are matched and processed, MakersHub automatically updates the PO status based on fulfillment:

• Closes fully matched POs – If all items and quantities are received and invoiced, the PO is marked as closed—no more open POs lingering in your system.
• Marks partially fulfilled POs – If only part of the order has been received or invoiced, the PO remains open with an accurate balance displayed.
• Alerts for unmatched items – Invoices with line items not linked to any PO are flagged to avoid unauthorized or rogue purchases slipping through.

Real-Time Inventory & Accounting Sync

MakersHub doesn’t stop at matching—it updates your inventory and financial records in real time:

• Adjusts inventory levels automatically – As items are received and matched to invoices, MakersHub syncs those quantities to your inventory system, ensuring accurate stock counts.
• Posts accurate expenses – Items are recorded against the correct accounts, jobs, or categories in your accounting software.
• Syncs to QuickBooks – Everything is reflected in QuickBooks immediately, with no double entry or delayed updates.

Why This Matters: Visibility + Control Without the Manual Work

• Avoid overpayments and duplicate charges – Nothing gets paid unless it matches the PO and receipt.
• Eliminate inventory mismatches – Know exactly what’s been received and what’s still outstanding.
• Save time and reduce AP overhead – No more chasing paperwork or cross-referencing documents.
• Keep your POs clean and accurate – Open, partially fulfilled, or closed—MakersHub tracks it all automatically.

MakersHub turns what’s often a manual, error-prone process into a streamlined, intelligent workflow—giving you complete control over purchasing, receiving, and invoice reconciliation.

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9. Mobile-Friendly for On-the-Go Approvals

In today’s hybrid and fast-paced work environment, waiting for someone to get back to their desk to approve an invoice is a workflow killer. With MakersHub, your AP process keeps moving—whether your team is in the office, working remotely, or on the go.

Anywhere Access, Any Device

MakersHub is designed to be fully mobile-responsive, meaning you don’t need a separate app or clunky workaround. Just log in from any smartphone, tablet, or laptop browser and access everything you need, including:

• Invoice review – See complete invoice details, including line items, supporting documents, and PO matches.
• Approval routing – Approve or reject invoices with a tap, right from your device.
• Comments and collaboration – Add notes, ask questions, or tag teammates—without email chains.
• Real-time updates – Stay notified of invoices pending your review, with alerts and reminders that keep things moving.

Faster Approvals, Fewer Delays

Mobile access means no more "I'll approve it when I’m back in the office." With MakersHub, you can:

• Prevent bottlenecks – Keep invoices flowing through the approval process regardless of where your approvers are.
• Accelerate payment cycles – Faster approvals mean faster payments—keeping vendors happy and capturing early pay discounts.
• Support executive decision-making – Senior leaders can approve high-value items from the road, the airport, or the boardroom.

Secure, Role-Based Access on Mobile

Security isn’t sacrificed for convenience. MakersHub’s mobile-friendly platform maintains the same role-based permissions and audit trails you’d expect from desktop access:

• Only authorized users can approve or edit invoices.
• Every action is tracked and time-stamped for audit compliance.
• Sensitive financial data is protected by encrypted, secure connections on all devices.

Why It Matters: Modern AP for a Mobile Workforce

• Stay productive on the go – No waiting, no bottlenecks.
• Boost accountability – Mobile alerts keep tasks from falling through the cracks.
• Maintain business continuity – Approvals don’t stop just because someone’s out of the office.
• Keep AP moving 24/7 – Because business doesn’t wait—and now, neither does your accounts payable team.

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10. Transparent, Scalable Pricing (No Hidden Fees)

Choosing the right AP automation tool isn’t just about features—it’s about finding a pricing model that’s fair, flexible, and built for growth. MakersHub delivers exactly that, with clear, usage-based pricing and unlimited users on most editions—so your team can scale without surprise costs.

No Per-Invoice Charges. No Hidden Platform Fees. Just Predictable Value.

Many AP platforms hit you with per-user or per-invoice fees, turning growth into a cost burden. MakersHub flips that model on its head with:

• Usage-based pricing – Pay based on your activity, not the size of your team.
• Unlimited users on most editions – Invite your entire finance, operations, or project team without driving up your bill.
• No hidden charges – Everything’s included: invoice processing, approvals, integrations, and support.
• Predictable billing – Monthly costs you can actually budget for—with zero unpleasant surprises.

Scales With Your Business—Not Against It

MakersHub is built for businesses that are growing, evolving, and ready to streamline:

• Add users, entities, and approval workflows without calling sales.
• Scale volume without sudden pricing jumps.
• Avoid the awkward paywalls that limit collaboration or restrict functionality.

Whether you're processing 100 invoices or 10,000, MakersHub grows with you—without forcing a new pricing tier every time your business levels up.

Maximize ROI While Reducing Manual Costs

MakersHub’s pricing isn’t just competitive—it’s built for long-term return:

• Reduce overhead by automating manual processes.
• Minimize errors that lead to duplicate payments or rework.
• Improve cash flow by accelerating approvals and capturing early payment discounts.

Why It Matters: Pricing That Supports Finance, Not Punishes It

• No user caps (on most editions)—collaboration doesn’t cost extra.
• No usage anxiety—scale without fee creep.
• No hidden costs—just straightforward, value-driven automation.

With MakersHub, you get powerful AP automation with pricing that’s built to grow with you—without fine print or sticker shock.

Why MakersHub? The Best AP Automation Tool for 2025

If your team is spending hours on manual data entry, chasing approvals, or fixing the same mistakes over and over, it’s time for a smarter AP solution.

MakersHub eliminates busywork, prevents errors, and integrates seamlessly with QuickBooks—so you can focus on what actually matters.

See MakersHub in action. Schedule a demo today!