Top 7 Invoice Scanning Software to automate invoice processing

Are you also among the 66% of businesses that are spending lengthy timelines to process a typical 500 monthly invoices? If yes, you know the drag this puts on your accounts payable team. Manually processing these invoices is slow, expensive, error-prone, and labor-intensive.

Fortunately, there’s a powerful solution – invoice scanning software!

Invoice scanning is one of the first steps in the Accounts Payable (AP) automation process. It’s essential for digitizing and streamlining invoice handling, which then feeds into AP software for automated approval workflows, matching (such as 2-way or 3-way matching), and payment processing. AP software integrates these functions to improve accuracy, reduce manual effort, and accelerate the entire invoice-to-payment cycle.

Utilizing advanced AI and OCR (Optical Character Recognition) technology, it significantly reduces manual effort. Using scanning technology, over 80% of work can be eliminated, and the invoices are processed with nearly flawless accuracy.

Techjockey visual showing two cartoon professionals discussing invoice processing times, highlighting that 66% of businesses face delays in processing 500 monthly invoices.

Thus, this blog post explores the top invoice scanning software solutions for you to make your invoice processing more efficient.

What is Invoice Scanning Software, and How Does It Work?

Invoice scanning software is a tool that automatically captures and extracts relevant data from paper invoices, scanned PDFs, or screenshots.

It eliminates the need to manually read invoice details by making scanned or image-based invoices searchable and accessible in digital systems. It uses OCR technology combined with machine learning algorithms to read and interpret the information quickly and accurately.

Here’s how invoice scanning software works:

At first, the software gathers invoices from different sources such as paper invoices, scanned files, emails, or other digital sources.
Then, it applies OCR to convert scanned images or PDFs into readable and searchable text.
Some invoice scanning software allows you to

Tag invoices with keywords
Categorize them into folders
Label invoices with dates or project codes

This indexing makes it easy to retrieve, filter, or sort invoices later, even if you’re not using a full data extraction or accounting integration system.

Comparison Of The Top AI Invoice Scanning Software in 2025

Software	Key Features	Pros	Cons	Pricing
Dext	AI & OCR, mobile app	Fast, mobile-friendly	Occasional errors	From $30/month
NetSuite	AI OCR, PO matching	Custom workflows	Complex setup	Quote-based
AvidXchange	OCR + AI, approval routing	Easy payments	Limited API	Quote-based
Medius	AI extraction, ERP integration	Cost-effective	Not for high volume	Quote-based
Rillion	High accuracy, secure	No manual entry	Upfront cost	Quote-based
Scan2Invoice	Fast scan-to-import, cloud	Easy setup	Some errors	From ₹475/month
HighRadius	AI capture, ERP integration	Accurate, powerful	Steep learning curve	Quote-based

List Of Best Invoice Scanning Software with AI Features

We have a list of 7 invoice scanning software programs for you. Few are best for small businesses, and others are for large enterprises. As per your scalability needs, you can study them first and choose the one.

1. Dext

Dext is a user-friendly invoice automation tool also known for its speed and accuracy. Offering powerful automation, a mobile app, and integrations, this tool can save a lot of time. It’s perfect for businesses looking for a tool that can be used from anywhere.

Key Features of Dext:

Automatically fetches invoices from authorized suppliers
Uses AI and OCR to extract invoice data with over 99% accuracy
Enables mobile scanning of receipts and invoices via the app
Auto-categorizes suppliers, payment methods, and invoice types
Offers both manual and automatic publishing to accounting software
Stores data securely with bank-level encryption for 7 years

Pros

Fast, automated invoice scanning
Mobile app for easy uploads
Strong accounting software integrations

Cons

Occasional errors in currency/tax codes
Security concerns with suspicious invoices
Difficult to reach customer support

Dext Plans and Pricing: Starts at $30/month for 5 users and up to 250 documents. Pricing increases based on additional users and document volume.

2. NetSuite

NetSuite is a popular cloud-based ERP platform that also features invoice capturing. Designed to simplify accounts payable processes, it can capture, process, and approve vendor invoices directly within the platform. NetSuite uses AI and machine learning to enhance data accuracy and reduce manual effort in invoice management.

Oracle NetSuite ERP

4.2

Starting Price

Price on Request

Key Features of NetSuite:

Invoices can be emailed or dragged and dropped directly into the system
AI/ML-powered OCR extracts vendor and invoice details automatically
Bill records are auto-populated based on historical data and vendor patterns
Supports two and three-way PO matching for accurate validation
Offers split-screen viewing of scanned invoices alongside bill records
Integrates with Suite Approvals for customizable approval workflows
Mobile-optimized access to scan invoices

Pros

Reduces manual data entry
Supports custom approval workflows
Accurate PO matching process

Cons

Initial setup can be complex
The feature set may lack scalability
Requires training for new users

Netsuite Plans and Pricing: Pricing is available on request at Techjockey.com

3. AvidXchange

AvidXchange is another invoice scanning software using OCR and AI for invoice capture, approval, and payment workflows. Its cloud-based accessibility enables AP teams to manage invoices from anywhere.

Avidxchange

4.0

Starting Price

Price on Request

Key Features of AvidXchange:

Automatically captures and codes invoice data using OCR and AI
Uses AI to match line-item invoice data to purchase orders for faster approvals
Learns invoice patterns to reduce manual processing over time
Enables multi-level invoice approval routing
Seamlessly integrates with various ERPs and accounting systems
Improves financial security by minimizing manual data entry errors
Allows cloud-based invoice management from any location

Pros

Easy vendor payments
Simple to train new users
Robust approval routing

Cons

Poor customer support
Limited API integration capabilities
Pricing is not transparent online

AvidXchange Plans and Pricing: Pricing is available on request at Techjockey.com.

4. Medius

Medius is a modern invoice scanning software that captures data from invoices in various formats. It relies on advanced technologies like AI and machine learning for invoice capturing. Apart from this, it also offers integration into popular ERP systems.

Key Features of Medius:

Automatically extracts invoice data using AI and OCR
Supports multiple electronic formats, including XML and PDF
Matches invoice data against POs and receivables
Continuously improves accuracy through machine learning
Integrates with ERP systems like SAP, Oracle, and NetSuite
Provides customizable integrations for specific business needs
Includes audit trails and two-tiered security for accountability

Pros

Great value for cost
Intuitive and easy to use
Strong ERP system integration

Cons

Not ideal for high-volume payments
Limited control over admin privileges

Medius Plans and Pricing: Pricing is available on request on their website.

5. Rillion

Rillion simplifies invoice scanning for businesses managing high volumes of invoices. Built with advanced OCR and AI technology, Rillion can extract relevant data from both paper and digital invoices. The platform is trusted by major financial institutions for its compliance with top-tier security standards.

Key Features of Rillion:

Captures invoice data instantly using OCR and AI
Converts paper and PDF invoices into e-invoices
Processes both header and line-level invoice details
Learns and adapts to unique supplier layouts
Supports seamless integration with multiple ERP systems
Follows strict global data security and compliance standards
Delivers >90% accuracy in invoice data capture
Eliminates the need for third-party OCR services

Pros

No manual data entry
High data capture accuracy
Strong data security compliance

Cons

Requires upfront software investment
Occasional system glitches or errors

Rillion Plans and Pricing: Pricing is available on request at Techjockey.com.

6. Scan2Invoice

Scan2Invoice is built specifically for small businesses and accounting professionals. This receipt scanning software helps users digitize and import invoices directly into their cloud-based accounting software. Ideal for desktop users and small teams, it delivers dependable automation at an affordable price.

Key Features of Scan2Invoice:

Connects directly to desktop scanners without third-party tools
Extracts invoice data using AI-powered OCR templates
Offers lightning-fast scan-to-import speeds under a minute
Includes secure cloud processing with encrypted data transmission
Offers a mobile app for on-the-go invoice capture
Provides a dedicated email address for forwarding receipts and bills
Supports full audit trails with scanned invoices attached to records
Exports invoice data to QuickBooks, Xero, Sage, and more

Pros

Easy setup and intuitive interface
Integrates with major accounting software

Cons

A little chance of data entry errors

Scan2Invoice Plans and Pricing: Starts at INR 475/month for 50 documents and scales up to INR 4750/month for 2500 documents.

7. HighRadius

HighRadius is another AI-powered invoice scanning software. It captures invoices from multiple sources, extracts and validates the relevant information. HighRadius can connect with the major ERP systems. It supports faster approvals and accurate financial reporting for mid-sized to large enterprises.

Highradius

4.0

Starting Price

Price on Request

Key Features of HighRadius:

Automatically extracts data from PDFs, images, and emails
Uses OCR and AI to capture invoice fields
Captures invoices from any input channel
Validates invoice data against POs and contracts
Flag exceptions and routes for approvals
Integrates with 50+ ERPs and billing systems
Provides custom dashboards and analytics tools

Pros

High invoice capture accuracy
Powerful ERP integration capabilities
Strong exception management workflows

Cons

Steep learning curve for new users
Best suited for larger enterprises
Initial setup can be complex

HighRadius Plans and Pricing: Pricing is available on request at Techjockey.com.

Conclusion

The large competitive business environment calls for automated tools for almost everything now. An invoice scanning software can also help businesses save huge amounts of time and streamline their financial flow.

All the invoice scanning solutions mentioned above can match your budget and are easy to use. If you need an advanced AI-powered solution, you can go for HighRadius or NetSuite.

The tools are more than just having OCR utilities! They are intelligent, can be integrated with other platforms, are time-saving, and promise accuracy.

Explore and find the perfect fit for your business.