Every bill, its due date and its status
Accounts Payable Tracking Software for Small Business and AP Invoice Tracking System
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AutoPayables keeps every vendor bill in one live list with its due date, approval status and balance. The dashboard shows what you owe, what is waiting on an approver, what is overdue and what is due in the next seven days, plus a six week cash out forecast. AP aging by vendor is on the Growth plan at $49 a month, and you can try it on your first 20 invoices.
8
Bill statuses tracked from draft to paid
5
Aging buckets, current through over 90 days
6
Weeks of cash out forecast on the dashboard
$49
Per month on Growth, aging and reports included
Accounting sync
Know what you owe before the vendor calls
The tracker builds itself from the invoices you forward or upload.
Live payables dashboard
Total payable, awaiting approval, overdue and paid this month, recalculated from the bills themselves rather than a tracker someone updates.
Overdue and due soon
A due soon list flags overdue bills in red with the balance still owed, so the late ones are the first thing you see.
AP aging by vendor
Current, 1 to 30, 31 to 60, 61 to 90 and over 90 days, totaled and split per vendor, on Growth and Scale.
Partial payments handled
Record a payment against a bill and the balance, status and aging update. A $10,000 bill paid $4,000 shows $6,000 open.
Approval status on every bill
See which bills are stuck with an approver and for how much. Every approval or rejection is logged with the user and time.
The invoice behind every row
Each bill keeps its PDF, line items and GL coding, so answering a vendor query takes one click instead of an inbox search.
How accounts payable tracking works in AutoPayables
From an invoice in your inbox to a dated, tracked bill.
Forward or upload invoices
Send bills to your private AutoPayables address or drop the PDFs in. Vendor, number, dates, totals and lines are read automatically.
Review and approve
Check the captured fields, code the lines and approve. Bills above your threshold wait for an approver.
Watch the dashboard
Due this week, overdue, awaiting approval and the six week forecast stay current as bills move.
Pay and record
Build a payment run, generate the ACH file or checks, and the bills move to paid with the balance cleared.
A spreadsheet tracker versus a tracker that updates itself
The usual small business setup on the left, AutoPayables on the right.
Spreadsheet or inbox tracker
- Bills added when someone remembers
- Due dates typed by hand, often wrong
- Aging rebuilt with formulas each month
- No idea which bills sit with an approver
- Duplicates found on the vendor statement
AutoPayables
- Every forwarded or uploaded invoice becomes a tracked bill
- Due date read from the invoice and editable on review
- Aging buckets by vendor always current
- Awaiting approval total and queue on the dashboard
- Duplicate bills held before they are paid
Who buys accounts payable tracking software
US businesses that have outgrown the tracker but not hired an AP department.
Owner run companies with 30 to 300 bills a month
The owner or office manager needs to know what is due Friday without opening every email.
Controllers planning cash
The six week forecast and aging show when cash leaves, so a line of credit draw is planned instead of rushed.
Bookkeepers and outsourced accountants
One place to see each client's open bills, approvals and overdue items before the weekly check run.
Teams that paid a bill twice
After the first duplicate, a tracker with duplicate holds and an approval log pays for itself.
What does accounts payable tracking software do?
Accounts payable tracking software keeps one live list of every vendor bill you owe, with its due date, approval status and remaining balance, so nobody has to rebuild that picture from an inbox and a spreadsheet. In AutoPayables every bill you forward or upload becomes a record with a status (draft, pending approval, approved, scheduled, partially paid, paid, rejected or void), and the dashboard totals what is payable, what is waiting for approval, what is overdue and what is due in the next seven days.
The problem most small finance teams describe is not that bills go missing. It is that the answer to "what do we owe, and to whom, by Friday?" lives in three places: the AP inbox, a tracker someone updates when they remember, and the accounting system after the bill is finally keyed. Late fees, a supplier on credit hold and a surprise cash crunch at month end all come from that gap.
How do you keep track of accounts payable?
You keep track of accounts payable by recording every bill the day it arrives, with vendor, invoice number, amount and due date, then reviewing an aging report each week and paying from that list instead of from memory. Software does the recording for you: AutoPayables reads the invoice, fills those fields, and keeps the aging current without anyone retyping it.
In practice the weekly routine looks like this. Monday, open the dashboard and check the overdue total and the bills due in the next seven days. Clear anything stuck in pending approval. Look at the six week cash out forecast so the controller knows what is leaving the account and when. Then build the payment run from approved bills only. That is a fifteen minute meeting instead of an afternoon of reconciling the tracker with the inbox.
What should an AP invoice tracking system show?
A useful AP invoice tracking system shows four things on one screen: the full balance you owe, the bills blocked on an approver, the bills already past due, and what falls due soon. Below that you need the detail behind each number, meaning the bill, its PDF, who approved it and what has been paid against it.
| What you need to see | Where it lives in AutoPayables | Plan |
|---|---|---|
| Total payable across open bills | Dashboard tile | All plans |
| Bills and dollars waiting for approval | Dashboard tile and approvals queue | All plans |
| Overdue bills and amount past due | Dashboard tile and "Due soon" list | All plans |
| Cash out for the next six weeks | Dashboard forecast by week | All plans |
| AP aging in current, 1 to 30, 31 to 60, 61 to 90 and over 90 day buckets | Reports, AP Aging, with a by-vendor breakdown | Growth and Scale |
| Spend and balance per vendor | Reports, Vendor spend | Growth and Scale |
| What was paid, by month | Reports, Payment history | Growth and Scale |
| Spend by GL account | Reports, GL summary | Growth and Scale |
Partial payments are tracked properly. Record $4,000 against a $10,000 bill and it moves to partially paid with a $6,000 balance, and the aging and dashboard both use the balance, not the original total. Bills in more than one currency are summed per currency rather than added together as if they were dollars.
Can you track accounts payable in Excel?
Yes, you can track accounts payable in Excel, and many companies under about 50 bills a month do. It breaks when the same person who enters bills is also the only one who knows which rows are current, when two people edit the file, or when you need to prove who approved a payment. Excel has no approval log and will not catch a duplicate invoice.
The usual tipping point is the first duplicate payment or the first late fee that someone has to explain. At that moment the spreadsheet stops being free, because one duplicate $6,000 bill costs more than ten years of the Growth plan. If you are moving off a tracker, start by forwarding a month of invoices so the aging is built from real bills on day one.
Is QuickBooks enough for accounts payable tracking?
QuickBooks Online can track accounts payable once bills are entered: it has an Unpaid Bills report and A/P Aging reports. What it does not do well is the work before entry, reading the invoice, holding a duplicate, and getting an approval on record. Many small businesses keep QuickBooks as the ledger and add AP software in front of it.
That is the setup AutoPayables is built for. Invoices are captured, checked and approved here, and approved bills export to QuickBooks Online, Xero, NetSuite or Sage so the ledger stays the record of truth. If QuickBooks is your system, the QuickBooks accounts payable automation page covers the workflow in detail.
How AutoPayables compares with the usual alternatives
| Spreadsheet tracker | QuickBooks Online alone | AutoPayables | |
|---|---|---|---|
| Bill data entry | Typed by hand | Typed by hand or basic capture | AI reads header and line items |
| Due this week and overdue view | Manual filter | Reports after entry | Dashboard, always current |
| AP aging by vendor | Formulas you maintain | Yes, after entry | Yes, on Growth and Scale |
| Approval record | None | Limited by plan | Approval log with user and time |
| Duplicate invoice hold | None | Duplicate bill number warning | Three checks, including same file and same vendor plus number |
| Payment files | None | Through Intuit bill pay | NACHA ACH file, check PDFs and positive pay file for your bank |
| Cost | Your time | Included in your subscription | $49 a month on Growth, $149 on Scale |
What AutoPayables does not do
We would rather you know the limits before you sign up. AutoPayables does not send vendors or approvers automatic due date reminder emails; the due dates live on the dashboard, and the weekly review is what keeps you current. Approval is one dollar threshold, not multi-level routing by department or location. We do not move money ourselves: we produce the ACH file, check PDFs and positive pay file that your own bank processes. And there is no accounts receivable side, so customer invoices belong in a separate tool.
How much does accounts payable tracking software cost?
Small business accounts payable tools that publish prices run from about $25 to $90 a month: Melio Core is $25, BILL Essentials is $49 per user and BILL Corporate is $89 per user, while mid-market AP suites quote individually. AutoPayables publishes its price: Growth is $49 a month for up to 200 invoices with AP aging and reports, Scale is $149 for unlimited invoices and API access, and you can try it on your first 20 invoices before choosing.
See the full AP automation pricing comparison for what other vendors publish, or the AutoPayables pricing page for plan details.
Related pages
Teams that start with tracking usually want the controls next. Duplicate invoice detection software covers the three duplicate checks, invoice approval software covers the approval threshold and log, and the accounts payable aging report guide explains how to read the buckets. For small teams choosing a first system, see small business accounts payable automation.
Frequently asked questions
Accounts payable tracking software keeps a live record of every vendor bill you owe, with due date, approval status and balance, and totals it into views like overdue, due this week and AP aging. AutoPayables builds that record automatically from invoices you forward or upload, so the tracker never falls behind the inbox.
Record every bill when it arrives with vendor, invoice number, amount and due date, review an aging report weekly, and pay only from approved bills on that list. AutoPayables does the recording by reading each invoice, and its dashboard shows overdue, due in seven days and awaiting approval totals for the weekly review.
Yes, and it works for low volumes. Excel breaks down when several people edit the file, when you need proof of who approved a payment, or when a duplicate invoice slips through, because a spreadsheet has no approval log and no duplicate check. Most teams switch after their first duplicate payment or late fee.
The best choice is the one that captures invoices for you, shows due and overdue bills on one screen, and has a published price you can afford. AutoPayables fits small US businesses that want AI capture, AP aging and an approval log for $49 a month, with the ledger staying in QuickBooks, Xero or another system.
No. AutoPayables does not email vendors or approvers automatic due date reminders. Due dates, overdue bills and the next seven days of payables are on the dashboard, and the six week forecast shows upcoming cash out, so a short weekly review keeps everything current.
Yes. Bills are captured, checked and approved in AutoPayables, and approved bills export to QuickBooks Online, Xero, NetSuite or Sage, so your accounting system stays the ledger while AutoPayables handles intake, tracking and approvals.
Small business AP tools that publish prices run from about $25 to $90 a month, for example Melio Core at $25 and BILL Essentials at $49 per user, while mid-market suites quote individually. AutoPayables is $49 a month on Growth for up to 200 invoices, including AP aging and reports, or $149 on Scale for unlimited invoices and API access, and you can try it on your first 20 invoices.
See what you owe this week, today
Forward a month of vendor invoices and the dashboard, due dates and aging are built from real bills. Try it on your first 20 invoices, then Growth is $49 a month.