Finance teams in 2025 are under mounting pressure to process invoices faster, maintain accuracy, and stay compliant—all while doing more with fewer resources. It’s no longer just about automating a few tasks. Modern finance professionals expect AP software to be smart, intuitive, and strategic.
So, what exactly are they looking for? Let’s break it down.
Why Are Expectations Changing?
With hybrid work, global supply chains, and stricter regulations, the AP landscape has shifted dramatically. According to Gartner, over 70% of finance leaders now rank automation and data visibility as their top technology priorities for 2025. AP teams are expected to process higher invoice volumes without growing headcount, reduce errors caused by manual input, provide real-time reporting to support decision-making, and ensure audit readiness across multiple regions.
Let’s explore what finance teams expect from AP software to meet these demands.
- Automation from Start to Finish: The AP process doesn’t stop at invoice capture. Teams expect end-to-end automation—from scanning to payment readiness. This includes AI-based data capture, automated matching with purchase orders and receipts, pre-set approval workflows, and seamless posting into the ERP.
- Software That’s Actually Easy to Use: Clunky, complicated software is no longer tolerated. Finance teams want a clean interface that makes sense at first glance, with dashboards tailored to individual roles and mobile-friendly tools for on-the-go approvals.
- Real-Time Insights That Anyone Can Understand: Data is everywhere—but insight is power. Finance teams expect AP software to provide clear answers to everyday questions, such as: How much are we spending—and with whom? What’s overdue or missing approval? What will our cash flow look like in 30 days? Smart dashboards and predictive alerts make it easier to act quickly and avoid surprises.
- Smarter Matching and Fewer Exceptions: High invoice volume means more chances for mismatches. The best AP tools use AI to handle common problems like price discrepancies, partial shipments, and duplicate invoices.
- Support for Non-PO Spend and Complex Coding: Not every invoice comes with a purchase order. AP software should be able to learn from previous transactions and suggest the right cost centres, GL codes, and approvers. This is especially important in industries like manufacturing and services, where indirect spend is high.
- Seamless Integration with ERP and Other Tools: AP software can’t operate in a vacuum. Finance teams expect full integration with ERP systems such as SAP, Oracle, and Microsoft Dynamics, as well as procurement platforms and banking systems. Integration ensures accurate data, smooth processes, and better financial visibility.
- Built-In Compliance and Audit Trails: Audit readiness is no longer optional. AP teams expect their software to provide secure records of every transaction, automatic tax validation, and strict controls over who can approve what. As regulations like GDPR and SOX evolve, compliance features must be built into the workflow.
- The Ability to Scale Without Stress: Finance teams know that growth often adds complexity. That’s why the best AP tools offer built-in support for multiple business entities, currencies, and regional tax rules—all while maintaining a consistent user experience. This is crucial for organizations expanding through mergers, acquisitions, or international growth.
- AI-Driven Fraud Detection and Spend Monitoring: A growing number of finance teams also expect AP automation software to support fraud prevention. Advanced systems are using AI to flag anomalies in invoices or payment patterns before they cause financial damage. This predictive capability allows organizations to protect their spend and improve audit readiness.
- Self-Service and Supplier Collaboration Tools: Finance teams are looking for ways to empower vendors with real-time updates and reduce the volume of AP-related inquiries. AP automation software that includes self-service supplier portals and automated status notifications enhances communication and builds better supplier relationships.
So, What Should You Look For in 2025?
The best AP software in 2025 doesn’t just automate—it simplifies. It doesn’t just report—it guides. And it doesn’t just process invoices—it empowers teams. If you’re exploring new solutions, look for:
- End-to-end automation with smart exception handling
- A user-friendly interface with mobile access
- Real-time insights and cash flow forecasting
- Integration with your ERP
- Tools that grow with your business
To see how SoftCo’s AP automation software can help your team simplify invoice processing and stay compliant, request a demo today.
Frequently Asked Questions
End-to-end automation with AI-powered invoice capture and matching is top priority.
It provides audit trails, role-based approvals, and tax validation for evolving regulations like GDPR and SOX.
It ensures seamless data flow, faster processing, and real-time financial visibility.
Yes, top platforms use AI to detect unusual invoice or payment activity before it becomes a risk.
An intuitive interface, mobile access, and role-based dashboards that reduce training time and user frustration.
