SmartOffice Accounts Payable Software

SmartOffice Accounts Payable is a powerful, cloud-based software solution that reduces the cost of processing invoices by up to 80%. Processing becomes a completely touchless experience, supporting remote working, approvals, and full visibility.

No more lost invoices, accounting errors, accounts put on hold, lost VAT reclaims and unnecessary over-payments. SmartOffice AP provides you with a structured and streamlined process for handling all incoming invoices.

We simply take your supplier’s invoice from the email they send to you and process the invoice directly into your accounts package. No more sorting through the post, printing invoices, forwarding them for approval or matching them to the correct purchase orders.

What is accounts payable software?

Accounts payable software revolutionises the way you process and pay your invoices; by automating the work required to match, pay and store invoices, it makes accounting quick, efficient, and easy to refer back to. The manual tasks involved in handling accounts payable without the help of software includes entering invoices, checking and verifying them, matching invoices to purchase orders, gaining approval, and making payments. Accounts payable software can manage all these and more in just a few clicks, often with full visibility of the entire process.

Accounts payable software can benefit any enterprise, but it’s a particularly vital tool to larger corporations, or even business groups, who need to process large volumes of invoices without compromising on accurate and timely payments.

Reduce the cost of processing invoices by


with SmartOffice automated AP

Cost Savings

Businesses of all sizes can realise significant savings in time, money and effort by eliminating the need to manually process suppliers’ invoices.

Auto Invoicing

An intuitive online tool for automatic processing, storage and distribution all your suppliers’ invoices with SmartOffice Accounts Payable.

Secure Storage

SmartOffice AP automatically processes invoices into your accounts package and compliantly stores documents for seven years.

Agile Solution

Suitable for an accounts department serving group businesses or a larger organisations with many employees tasked with approval.

Price Watch

Monitor invoices for price variations and link directly to your PO system for PO matching, enabling automatic invoice processing.

GRN Matching

As with PO matching, SmartOffice AP can display and/or auto-process invoices that match goods receivable notices.

Statement Reconciliation

Reconcile suppliers against processed invoices with one click. If any invoices are missing, copies can be immediately requested.

Delivery Confirmation

Set a delivery confirmation on any invoice, with any shortages on the document automatically sent to your supplier for resolution.

Custom Dashboard

A user-friendly dashboard displays what stage in the approval process your invoices sit, provide end-to-end process visibility.

Document Tracking

Invoices that require approval are tracked, illustrating whose approval is required and how long approval is outstanding.

Full Knowledge Approval

When manually approving an invoice, users have access to all the relevant information to facilitate rapid decision making.

Nominal Ledger Coding

Automatic NL coding can be based on supplier, line-item, PO, manual override and branch or project coding.

Issue Checking

SmartOffice AP facilitates ongoing checks for a broad range of potential issues whilst retaining invoices for review as required.

Not quite sure yet?

If you would like to see how our Accounts Payable software solution could benefit your business, book a demo today.


Effective communication, secure data storage, organisation and the sharing of information are the backbone of every forward-thinking business. So our digital expertise in print management delivers exactly this.

Get in touch today to discover how a digital accounts payable process can benefit your business.

Call now on

01293 562525

or email us

How SOS Systems works – and works for your business

Whatever your industry sector, whatever your size and wherever you are located, our expertise lies in understanding, supplying and maintaining the latest print and document management technologies. We work closely with our customers to help support their digital transformation initiatives; delivering improvements in productivity, efficiency and sustainability.


We take the time to meet you and your team. We get to see your challenges, your demands and where you want to take your business.


Once we understand your needs, we can recommend and install a bespoke system precisely designed around your business and your budget.


We are with you as a partner. We will continually monitor and scrutinise, suggest and improve every service and every product we supply you.


Our advanced remote diagnostic service gives us the insight and information to react to issues before they occur, thus reducing downtime.


SmartOffice AP Product Demo

This webinar includes an overview of the SmartOffice AP solution, and a Q&A from the live audience.

“Process automation is not designed to replace humans. It eliminates tedious, repetitive tasks, freeing time to spend on activities that add greater value.”

Why choose SOS?

When you choose SOS for your accounts payable software, you’re not only working with a team committed to creating secure, compliant and reliable digital solutions, but also one that’s genuinely excited to make the lives of your team easier. Our solutions make a real difference to working processes, streamlining tasks you didn’t even know could be made so effortless, and freeing up precious time in the process.

With over 30 years of experience in the business and an unrivalled appetite for continued innovation, you can rely on SOS to not only provide solid functionality now but utilise evolving technology for the benefit of our clients in the future, too.

Our Clients

Creating, establishing and growing good relationships with our clients is everything to us. We get to understand and appreciate your business so we can tailor exactly the right solution. That way we work with you, not just for you.

Frequently Asked Questions

Is your accounts payable software tailored to my business?

Yes! We take the time to understand the needs of your team and the goals you’ve set as a business, and we work hard to meet them with a bespoke system that comes in on budget.

What kinds of businesses do SOS work with?

The beauty of offering a bespoke approach to our accounts payable software is that it’s suitable for businesses of any size – from small enterprises to large corporations, companies with multiple branches, and groups of businesses.

Where are SOS based?

Our head office is in Crawley, West Sussex, with offices in London and Southampton too. We’re proud to be able to work with businesses all over the UK.

Are SOS on hand to provide software support?

Of course; we don’t install and run! We’ll be on hand if any niggles come up, and work with you to continually improve your experience of our product.

Is your accounts payable software suitable for remote teams?

Our SmartOffice accounts payable software is cloud-based, so it’s ideal for both office-based and remote teams.

Can I see your accounts payable software in action before I decide?

Yes, we’re more than happy to demonstrate our software so you can get an idea of how it all works.

How long does SmartOffice store invoices?

To stay compliant, SmartOffice stores invoices for seven years.

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