Deltek AP automation
Deltek AP Automation: Accounts Payable Automation Software for Costpoint and Vantagepoint
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Deltek Costpoint and Vantagepoint are built for project-based businesses: government contractors, engineering and architecture firms, and professional services teams that have to tie every dollar to a project and a cost code. Costpoint added OCR-driven AP automation that reads an electronic invoice and populates an AP voucher, and Deltek Payments digitizes the check run. What still takes a person is the part in between: reading the invoices OCR does not handle, deciding which project and cost code a non-PO bill belongs to, and chasing approvals that have to respect real delegated authority. AutoPayables handles that front end, then hands Deltek complete, coded, fully approved invoice data.
85%
Less manual voucher entry
80%+
Faster approval cycles
No code
Approval rules your controller edits directly
$0 to $149
Published monthly pricing, free tier to unlimited invoices
Syncs to your accounting system
What Deltek accounts payable automation adds
Costpoint holds the project ledger and the compliance record. These are the manual steps that happen before a voucher exists.
Capture that covers the whole vendor tail
Costpoint OCR populates a voucher from an electronic invoice. Subcontractor bills, scanned PDFs, and one-off vendors are where AP still types. AutoPayables reads vendor, invoice number, dates, full line items, tax and total across all of those formats without per-vendor templates.
Project and cost-code coding at capture
In a project business the hard part is not the total, it is which project, task, and cost code each line belongs to. Code line by line at capture, with rules and vendor history doing the repetitive work, so the voucher arrives allocated instead of arriving blank.
Approval rules finance owns
Route by amount, project, project manager, vendor, or account, with reminders and escalation, and change the rules yourself in minutes rather than filing a configuration request. Project managers approve their own project costs without living in Costpoint.
Duplicate and mismatch flags before posting
A repeated invoice number from a subcontractor billing across several projects is easy to miss and expensive to recover. Duplicates and PO price or quantity mismatches are flagged before the voucher is created.
Mobile approvals for people in the field
Project managers and principals are on job sites and at client offices, not at a desk. They approve from a phone with the original invoice attached, which is usually the single biggest cause of a long invoice cycle in an AE or GovCon firm.
A defensible per-invoice audit trail
Every invoice carries a timestamped record of who approved it, at what limit, and when. That supports internal control testing and the documentation expectations that come with government contract work, alongside the traceability Costpoint keeps on the posted transaction.
How to automate accounts payable with Deltek
Four steps. Costpoint or Vantagepoint stays the system of record for project accounting.
Point your AP mailbox at AutoPayables
Subcontractors and vendors keep emailing PDFs. Forward that shared mailbox, or upload invoices directly. Nothing changes for your vendors and nothing changes in Deltek.
Let the AI read and code it
Every document is parsed into vendor, invoice number, invoice date, due date, currency, subtotal, tax, total, and full line items, then coded to the right project and account using your rules and prior vendor history.
Route for approval
Invoices go to the project manager, principal, or controller your rules specify, by amount, project, or vendor. Reminders and escalation mean an invoice sitting with someone on a job site does not quietly age past terms.
Hand Deltek a clean voucher
Approved, coded invoice data leaves AutoPayables through the REST API or a scheduled structured export, ready to become an AP voucher in Costpoint or a vendor invoice in Vantagepoint without re-keying.
Deltek AP on its own vs Deltek with AutoPayables
Costpoint is excellent at project accounting and compliance. Getting a complete, coded, approved invoice to it is where the hours go.
Costpoint AP alone
- OCR covers electronic invoices, the tail gets keyed
- Project and cost-code allocation done by hand
- Approval routing changes need configuration time
- Approvers have to work inside Costpoint
- Duplicate checks depend on someone noticing
Costpoint + AutoPayables
- AI reads scanned, subcontractor, and odd-layout invoices too
- Line-level project coding applied at capture
- No-code rules a controller edits in minutes
- Mobile approvals with the invoice attached
- Duplicates and PO mismatches flagged before posting
Who needs AP automation for Deltek
Project-based firms where invoices have to land on the right job before anything else can happen.
Government contractors on Costpoint
Costpoint carries the FAR, DFARS, CAS, and CMMC record for a reason. Feeding it invoices that are already coded and approved, with an audit trail behind each one, keeps the compliance story clean without adding AP headcount as contract volume grows.
Architecture and engineering firms on Vantagepoint
Consultant and subconsultant invoices arrive constantly and have to hit the right project phase before they can be billed through. Coding at capture is what stops that becoming a monthly bottleneck.
Controllers closing a project month
Uncoded invoices sitting in a mailbox are the reason job cost reports look wrong mid-month. Capturing and approving earlier gives project managers numbers they can trust before close.
Firms with heavy subcontractor spend
Subcontractors billing across several projects produce the exact conditions duplicate payments thrive in. Automated duplicate detection is worth more here than almost anywhere else.
What Deltek accounts payable automation actually means
Deltek accounts payable automation means getting a vendor invoice from the inbox to an approved, correctly coded AP voucher with as little typing and chasing as possible, while Deltek Costpoint or Vantagepoint stays the system of record for project accounting and compliance. Deltek has moved in that direction itself. Costpoint 8.2 introduced AP automation that uses optical character recognition to read an electronic invoice and populate an AP voucher, and Deltek Payments for Costpoint and Vantagepoint replaces printing and mailing checks with digital payment runs.
What those features do not solve is the part of the job that is specific to project businesses. A total on an invoice is easy. Deciding that three of its seven lines belong to one project phase, two to another, and two to overhead is the work, and it is judgment plus lookup, repeated on every invoice, every week. Add subcontractor bills that arrive as scans and vendors who email a different layout every quarter, and most Deltek shops still have a person doing data entry.
Where a Deltek AP process still runs on manual work
Three things come up consistently.
First, capture coverage. OCR reads clean electronic invoices from consistent vendors. The tail is scanned PDFs, subcontractor pay applications, and one-off suppliers, and that tail is a large share of volume in AE and GovCon firms.
Second, coding. Project, task, and cost-code allocation is the step that most determines whether job cost reports are right, and it is almost entirely manual on non-PO spend. Doing it at capture, where vendor history can suggest the answer, is far faster than doing it inside a voucher screen.
Third, approvals. Project managers and principals are the right approvers and the hardest to reach. They are on site, not in Costpoint. Routing that depends on someone logging into the ERP is routing that adds days.
How AutoPayables connects to Deltek
The mechanics matter more than a logo on a page, so here they are. AutoPayables is not a native Costpoint or Vantagepoint module you install and then maintain through every Deltek upgrade. Capture, project coding, duplicate checking, and approval happen in AutoPayables. The approved, coded invoice data then reaches Deltek through our accounts payable API, through a scheduled structured export your team imports, or through the integration tooling you already run.
The upside is that Deltek upgrades do not break it and your controller is not waiting on a partner to change an approval threshold. The downside is that the first connection takes developer or integration analyst time rather than a one-click install, and if a Deltek-certified native module is a hard requirement for you, a Deltek partner solution is the more honest fit. Our native, click-to-connect integrations today are QuickBooks Online, Xero, NetSuite, and Sage Intacct.
One more thing worth stating plainly: AutoPayables is invoice capture and approval software. It is not a DCAA compliance product and it does not replace the timekeeping, indirect rate, or contract compliance functions that are the reason you run Costpoint in the first place.
Does Costpoint have AP automation built in?
Yes, in part. Costpoint 8.2 added AP automation that uses OCR to convert the contents of an electronic invoice and populate an AP voucher, and Costpoint Payments handles digital vendor payment. Costpoint also carries the traceability, security controls, and reporting that FAR, DFARS, CAS, and CMMC work demands. The practical limits are that OCR coverage thins out on scanned and irregular invoices, project and cost-code allocation stays manual on non-PO spend, and approval routing changes are a configuration task rather than something a controller adjusts on the spot.
What to look for in Deltek AP automation software
Line-level coding, not header-level coding
Header coding is useless in a project business, because one invoice routinely spans several projects. Insist on line-item extraction and line-level project and account coding. See how we handle it on our invoice coding software page and read our guide to GL coding in accounts payable.
Accuracy on subcontractor invoices
Test the tool on a scanned subcontractor pay application, not a clean invoice from a national supplier. Our invoice data capture and OCR works without per-vendor templates, which is what makes a long vendor tail workable.
Approvals that reach people in the field
Mobile approval with the original document attached, plus reminders and escalation, is usually worth more days of cycle time than any other single feature in an AE or GovCon firm. See our invoice approval software page and our guide to the invoice approval process.
Duplicate protection
Subcontractors billing across multiple projects create ideal conditions for a duplicate payment. Look for detection that runs before the voucher is created, not a report you review afterward. See our duplicate invoice detection software and our guide to 3 way matching in accounts payable.
Does it replace Costpoint or Vantagepoint?
No. Deltek stays your project ledger, your compliance record, your billing engine, and your payment path. AutoPayables makes the front end faster: it reads the invoices your team currently types, codes them to the right project at capture, routes approvals to people who are not sitting in the ERP, catches duplicates before they cost money, and hands Deltek complete, approved, correctly coded data. For related setups see our construction accounts payable automation page, our guide to AP automation for accounting firms, and our overview of accounts payable software.
Getting started
Start at the top of this page. Upload one real subcontractor invoice, the kind that normally gets keyed and coded by hand, and see what comes back. Then build one approval rule and route it to a project manager. Most teams have something working the same afternoon, and the free plan means you can prove the coding accuracy before anyone opens an integration conversation. Our pricing is published: free for 20 invoices a month, $49 for 200, and $149 for unlimited invoices with API access.
Frequently asked questions
Yes, in part. Costpoint 8.2 introduced AP automation that uses OCR to read an electronic invoice and populate an AP voucher, and Costpoint Payments handles digital vendor payment. The practical limits are that OCR coverage thins on scanned and irregular invoices, project and cost-code allocation stays manual on non-PO spend, and changing approval routing is a configuration task rather than a quick edit.
Put a capture and coding layer in front of Deltek. Forward your AP mailbox to AutoPayables, let the AI extract vendor, invoice number, dates, and full line items from any format, code each line to the right project and account, route it to the project manager or controller for approval, then send approved data into Costpoint or Vantagepoint through the API or a scheduled export.
No. Our native click-to-connect integrations are QuickBooks Online, Xero, NetSuite, and Sage Intacct. Approved invoice data reaches Costpoint or Vantagepoint through our REST API, a scheduled structured export, or your existing integration tooling. That approach survives Deltek upgrades cleanly, but the first connection takes developer or integration analyst time rather than a one-click install.
Yes, at the line level, which is the part that matters in a project business. One invoice often spans several projects, so header-level coding does not help. AutoPayables extracts each line separately and applies your coding rules and prior vendor history, so the voucher arrives allocated instead of arriving blank for someone to work through by hand.
No, and it is important to be clear about that. AutoPayables is invoice capture and approval software. It gives you a timestamped per-invoice approval trail that supports internal control testing, but it does not replace the timekeeping, indirect rate, or contract compliance functions in Costpoint that government contract accounting depends on.
Deltek does not publish module pricing; Costpoint and Vantagepoint are quoted per organization based on modules and user count, and AP automation and Payments are add-ons within that. AutoPayables publishes its pricing: free for 20 invoices a month, $49 a month for 200 invoices, and $149 a month for unlimited invoices including API access.
Run one subcontractor invoice through it today
Upload a real invoice at the top of this page and see what the AI pulls, line items included. The free plan lets you test the messiest vendor you have before anyone talks about integration.
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