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Accounts Payable Automation — Bill Capture, Approvals & Payments | HelloBooks.ai AP automation that captures bills, codes them, routes approvals, and schedules payments. ACH, UPI, and card rails built in. Audit-grade trail. Free Plan, no credit card.

Accounts payable automation, AP automation software, bill pay software, vendor payments, invoice approval workflow, and bill capture — HelloBooks ships all of the above on a single live ledger.

ACH, RTP, UPI, BPAY, Interac, FAST, wire, and virtual card payment rails are live across U.S., U.K., India, Australia, Canada, Singapore, New Zealand, and the UAE.

AP Automation

Accounts payable automation that takes the bill from inbox to payment

Forward a bill to HelloBooks; the AI reads the vendor, amount, due date, and GL account, routes it to the right approver, and schedules the payment on the date that maximises your cash position. The bank reconciliation closes itself.

Start freeSee AP in action

Free Plan with 500 AI credits/month — no credit card.

AP automation is more than OCR

Half the AP tools in the market stop at reading the bill. Real AP automation chains capture, coding, approval, payment, and reconciliation into one loop — so a bill that arrives in your inbox at 9am is approved by 11am, scheduled by noon, and posted to the ledger by the time you reconcile the bank.

HelloBooks ships the full loop. Capture from email, Drive, or mobile. AI coding to the right GL account, project, and cost centre. Multi-step approval with conditional routing. Scheduled payment via ACH, RTP, UPI, or card. Reconciliation back to the bank feed with full audit trail.

How a bill moves through HelloBooks

Every link in the chain is auditable. Click any payment in your ledger and replay every step — who approved it, when, on what authority, against what budget, paid by what rail.

  • Capture: bills forwarded to ap@yourcompany are read by the AI (PDF, image, email body)
  • Coding: vendor, amount, due date, GL account, project, cost centre, tax code
  • Duplicate detection: same vendor + same amount + same invoice number is flagged before posting
  • Approval: routed by policy — amount threshold, vendor, GL account, or department
  • Payment scheduling: optimised for early-pay discounts, due dates, and cash position
  • Payment execution: ACH, RTP, UPI, wire, or virtual card depending on country and vendor
  • Reconciliation: payment matched in the bank feed; journal entry posted; trail closed

Approval workflows that fit how your team works

Most AP tools force every bill through one approver. HelloBooks lets you build approval policies per amount, per vendor, per GL account, or per department, with parallel and serial steps. The AI suggests the right approver based on historical patterns; an admin can override.

Approvals work in Slack, email, mobile, or the HelloBooks app. Approvers see the bill, the AI coding, and the budget impact before they click approve.

Pay across countries, on the right rail

HelloBooks pays domestic vendors via the cheapest local rail (ACH in the U.S., Faster Payments in the U.K., UPI/IMPS/NEFT in India, BPAY in Australia, Interac in Canada, FAST in Singapore, and equivalent rails in NZ and the UAE). Cross-border is supported via wire or partner FX rails.

Virtual cards are available for vendors who only take card payment, with budget controls and one-time card numbers per bill.

FAQ

Frequently asked questions

How accurate is the bill OCR?
Above 97% on standard invoice fields (vendor, total, due date, invoice number) for clean PDFs. The AI flags low-confidence reads for human review rather than posting and surfacing errors later.
Can I require multiple approvers for high-value bills?
Yes. Configure thresholds (e.g. CFO sign-off above $10K), conditional routing by vendor or GL account, parallel approvals for committee sign-off, and back-up approvers for vacation coverage.
How are payments executed?
Payments run on the cheapest local rail by default. In the U.S. that is ACH or RTP; in the U.K. Faster Payments; in India UPI / IMPS / NEFT; in Australia BPAY; in Canada Interac e-Transfer; in Singapore FAST; in NZ direct credit; in the UAE direct transfer. Wire and virtual card are available for cross-border or card-only vendors.
What about early-pay discounts?
HelloBooks surfaces early-pay discount opportunities (typically 1–2% for paying inside 10 days). You can auto-take discounts when the working-capital math supports it; the AI runs the calculation per bill.
Is there an audit trail?
Yes. Every action — capture, coding, approval, payment, reconciliation — is logged with timestamp, user, and the AI confidence score where applicable. Export the trail for any period in PDF or CSV.
Related

Keep exploring

AR automation

The other half of working capital — chase the cash coming in.

OCR scanning

How HelloBooks reads bills and receipts with 97%+ accuracy.

Expense tracking

Where employee expenses become approved AP entries.

Bank reconciliation

Where scheduled payments close the loop back to the ledger.

Automated bookkeeping

The full pipeline AP automation plugs into.

vs QuickBooks

How HelloBooks AP compares to QuickBooks Bill Pay.

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    Accounts Payable Automation — Bill Capture, Approvals & Payments | HelloBooks.ai