Quickbooks Invoice Automation

Have visibility that ensures accountability. Reduce cycle times. Grow without adding to headcount.

ap automation for quickbooks

Quickbooks AP Automation

Have visibility that ensures accountability. Reduce cycle times. Grow without adding to headcount. Engineered from the ground up with AP in mind, Palette’s Quickbooks Invoice Automation boosts your investment in Quickbooks by giving your staff flexible approval workflows, automated invoice processing, automated PO matching and much more.

“Email approvals mean I don’t have to learn
yet another dashboard.”

Tomas | CEO

Features – Accounts Payable Automation Quickbooks

Scan Vendor Invoices into Quickbooks

Eliminate manual data entry of invoices! Scan vendor invoices into Quickbooks Desktop and Online with Centsoft. Whether you are receiving vendor invoices in the mail or email, Centsoft extracts the essential data from the invoice and populates the data inside Centsoft’s intuitive central dashboard.

ap automation for quickbooks
ap automation for quickbooks

Quickbooks Automatic Invoice Reminders

Using an automated workflow and a central dashboard, Palette provides automatic invoice reminders for Quickbooks for PO- and Non-PO invoices. Approvers can view and approve invoices on a laptop, on mobile, and in email without learning a new dashboard system.

  • Have visibility into Accounts Payable balances and payment/approval status
  • “Drag & Drop” approval workflows, ad hoc routing
  • Approvals are made directly in email or a mobile device

“No more finger pointing! We can see where
the bottleneck is and address it.”

Cara | AP Manager

ap automation for quickbooks

2 & 3-way PO matching

Palettes unique cascading matching system can handle matching against purchase orders at the header or line level. In a “no match” situation, or if a non-PO invoice arrives, workflow takes over. This ensures the appropriate approver or exception handler promptly gets notification and access to the information needed to clear the exception, creating an effective Quickbooks approval workflow. Exceptions are flagged for reconciliation.

  • Invoices, purchase orders, and goods receipts are matched by the software
  • Match items at both the header or line level, whether it is 50 lines or 500 lines
  • Complete audit trail of approvals and communications become part of the transaction record

“The intuitive interface means fewer calls for
assistance from people using Palette”

Lisa | CIO

Recurring Invoices (or Contracts)

Repeated invoices are matched to account numbers or contracts, posted to the proper charge codes and approved for payment through Quickbooks invoice processing automation. Reminders are sent when a contract is about to expire. If required, expenses are split between different departments.

  • Repeat invoices are matched to account numbers or contracts
  • Self-billing for contracts that do not have vendor invoices
  • Manages spending and renewal process
ap automation for quickbooks

“How do you enforce what’s in a binder? Palette ensures policies are followed on each and every transaction.”

Lawrence | CFO

ap automation for quickbooks

Archive & Audit

A step-by-step documented history of invoice transactions is recorded, including communications between internal staff and suppliers. Palette’s Accounts Payable automation software for Quickbooks creates a complete, searchable archive for reference and auditing purposes.

  • Faster audit process
  • Provides basis of objectivity for investigations
  • Raises compliance standards for the entire organization

Benefits of integrating Palette’s accounts payable automation software compatible with Quickbooks

Sustainability, efficiency and visibility – just to name a few of the positive impacts an ERP system has on an organization’s accounts payable processes. While Quickbooks is a full-featured accounting system, there is so much more potential to capitalize on through integrating Quickbooks Accounts Payable Automation software.

Palette provides a plethora of benefits and advantages on different levels, extending the functionality of the ERPs core functionality. It streamlines an organization’s accounts payable processes and creates an automatic, flexible and intelligent Quickbooks workflow.


Save Time with Quickbooks Invoice Automation
Palette’s accounts payable automation for Quickbooks speeds up the capture, processing and approval of invoices significantly:
  • Character recognition software automatically scans headers and line-item data
  • An approval workflow sends invoices to the proper approvers
  • Exceptions are flagged and the info is forwarded to the approver for reconciliation

Higher Accuracy & Streamlined Processes
Quickbooks accounts payable automation efficiently manages your vendor invoices:
  • Eliminates human errors
  • Eliminates the risk of overpayment or duplicate payments
  • Automatic flagging of exceptions to be reviewed by designated approver
  • Streamlines reporting, budgeting and auditing, making them more efficient and accurate

Customized solutions
Palette’s AP automation software helps organizations design their Quickbooks AP workflows according to business rules you set up. You determine the routing and the approvers the invoices need to go to.

Better business relationships
Palette’s AP automation software makes it easy to deal with supplier invoices:

  • With a reduced risk of human error, the approval and payment process is performed in a timely manner helping you keep a good standing with suppliers
  • Approved suppliers can submit documentation and updates in a wide range of different document formats
  • The system will alert you to time-sensitive circumstances (e.g. upcoming contract renewals)

Improved access, monitoring and control
Quickbooks accounts payable automation provides an organization with several advantages when it comes to access, monitoring and control:
  • No more lost invoices
  • Easy sharing of data in real-time between departments and individuals within the organization
  • Simultaneous access to the system where you can decide who has access and to what
  • Invoices not automatically approved for payments are flagged and automatically rerouted to designated approvers
  • Easy-to-follow electronic trail to identify exceptions and fraud

Improved insight & transparency
Integrating Palette’s AP automation software gives finance administrators insight into their Quickbooks accounts payable processes and the ability to:
  • See the big picture at a glance
  • Real-time dashboard reporting of KPIs
  • Find, retrieve and present relevant data quickly
  • Focus on specific problem areas and identify solutions for improvement
  • Identify noncompliance with business rules and/or spending policies
  • Monitor performance and productivity of any AP individual, team or department


Capitalize on early payment discounts

In some cases, suppliers will offer a discount for buyers who pay their invoice early. These potential discounts are often missed in a manual AP process due to its slow nature. 

Utilizing Palette’s AP automation for Quickbooks speeds up the invoice lifecycle, allowing you to capitalize on most early payment discounts.

ap automation for quickbooks

Are you ready to take the next step?

Let us know what problem are you looking to solve.