9 best bill pay apps for startups and small businesses: Complete 2025 guide

Managing bill pay manually used to feel like running a side-hustle I never signed up for. One invoice stuck in my inbox, another vendor who only accepted checks, and before I knew it, multiple late fees. It wasn’t just annoying. After a few billing cycles, I struggled to understand what the business could actually afford. That’s when I realized that bill pay apps aren’t just about convenience. They cut the noise out of accounts payable and give you the financial visibility you need to make smart decisions.

In this article, I’ll show you how bill pay apps for startups take the sting out of closing your books, keep vendors happy, and help you plan when and how your money moves. I’ll also walk you through the types of tools that matter, and how to pick the right setup for your team.

What are bill pay apps for small businesses?

Bill pay apps are digital tools that automate the process of receiving, approving, and paying invoices. Instead of entering data by hand or stuffing envelopes with paper checks, you can outsource accounts payable to a workflow in a few clicks. 

One study estimates that a whopping 94% of finance leaders spend more than a quarter of their time on administrative tasks. Bill pay apps aim to recoup some of those lost hours.

Some apps stick to basic scheduling and payment execution, while others offer full AP automation with reporting, compliance, and integrations that grow with your business.

Types of bill pay solutions

• Basic bill pay apps: Lightweight tools for scheduling and sending payments. Fine if you only need to handle a few utility bills and subscriptions.

• AP automation platforms: Manage the full workflow, from invoice capture to multi-level approvals and payment release.

• Integrated financial platforms: Combine bill payments with payroll, expense management, and even reporting. Can simplify operations if you prefer one app or one platform.

• Industry-specific solutions: Offer custom fields, compliance features, or vendor management tailored to a specific sector.

Best bill pay apps for startups and small businesses in 2025

Paying bills by hand is never fun and only gets messier as your startup grows. The good news? There’s no shortage of bill pay apps that can automate invoices, approvals, and payments while giving you a clearer picture of your cash flow.

In this section, I’ll walk you through the top tools worth considering, with a close look at features, pricing, and where they shine (or fall short).

1. Rippling Bill Pay

Starting price: Starting at $3 PEPM

Rippling Bill Pay is designed for startups that want to manage invoices, approvals, and payments in the same place they already run payroll, HR, and IT. I like that it automatically captures invoice details with AI, syncs them to the general ledger, and routes approvals with policies you set once. Bills move quickly, without a lot of back and forth.

Where Rippling falls short

• Currently available only to US businesses

Is Rippling right for you? 

• Use this if you want bill pay software that ties directly into payroll, expense, and headcount data, so approvals, spend limits, and reporting all live in one place.

• Avoid this if you’re looking for a standalone bill pay app. 

Rippling feature snapshot

Generate bills in one click

See Rippling

2. BILL 

Starting price: $45 per month 

BILL is an automated bill payment software that aims to simplify paying an invoice by handling invoice capture, approvals, and payments from a single platform. I like that it syncs with leading accounting software like QuickBooks and NetSuite to reduce manual entry and reconcile accounts automatically.

Where BILL falls short

• No connection to payroll or HRIS limits automation capabilities

• Can’t fully automate approvals — invoices won’t move to the next-best approver, which can create bottlenecks

• No consolidated dashboard to capture the totality of spend, including payroll

• No HR integrations available

Is BILL right for you? 

• Use this if you want a widely adopted business bill payment app with scalable workflows.

• Avoid this if you want to build an integrated finance tech stack

BILL feature snapshot

3. Melio

Starting price: $2.50 per month, plus $10 for each additional user

Melio is a business payment platform that offers end-to-end accounts payable: invoice capture, approvals, and vendor payments via ACH, wire, or card. It syncs with QuickBooks and NetSuite, which can help keep bills, vendors, and payments automatically updated.

Where Melio falls short

• Some payment methods or speeds only available under specific plans

• Limited currency support for international payments

• Using pay-over-time or credit card options may introduce fees or require credit-related eligibility

Is Melio right for you? 

• Use this if you want flexible payment methods and straightforward AP workflows at an accessible price point.

• Avoid this if you need full international vendor support or more complex workflows. 

Melio feature snapshot

4. Ramp Bill Pay

Starting price: Free

Ramp Bill Pay is an accounts payable automation tool that uses AI to capture invoice data, route approvals, and process payments by ACH, check, card, or wire. I’ve found it works best when paired with its broader spend management suite, however, which means incurring extra cost and committing to the Ramp ecosystem.

Where Ramp falls short

• Some advanced features only work with Ramp’s corporate credit card or spend management suite

• Reporting and analytics fall short of a full ERP system

• Limited global support

• Less granular spend control

Is Ramp right for you? 

• Use this if you want a business payment automation tool that handles approvals and payments in a unified platform.

• Avoid this if you need standalone reporting depth or complex international workflows. 

Ramp feature snapshot

5. Mercury Bill Pay

Starting price: Free

Built directly into Mercury business accounts, Mercury Bill Pay allows you to manage invoices, approvals, and payments without leaving your bank. I also like that it uses AI to capture bill details, detect duplicates, and sync with QuickBooks, Xero, and NetSuite.

Where Mercury Bill Pay falls short

• Only available if you bank with Mercury

• International payments supported, but limited to global AP platforms

• Advanced features require a higher-tier paid plan

Is Mercury Bill Pay right for you? 

• Use this if you already use Mercury for business banking and want digital bill pay solutions tied directly to your account with simple approvals.

• Avoid this if you need standalone software that works across multiple banks.

Mercury Bill Pay feature snapshot

6. Stampli

Starting price: Upon request

Stampli Direct Pay is a business bill payment app built into the company’s AP automation platform. If you’re a Stampli user, that means you can capture invoices, route them for approval, and pay vendors directly from the same system. It connects with over 70 ERPs, which can help keep AP data consistent across the business.

Where Stampli falls short

• No public pricing

• Designed for mid-sized and larger companies, may prove too complex for startups

• Requires ERP integration for full functionality

Is Stampli right for you? 

• Use this if you need a full accounts payable solution that incorporates bill pay features like invoice capture, approvals, and payments.

• Avoid this if you need lightweight, low-cost bill pay apps with simple setup.

Stampli feature snapshot

7. Brex Bill Pay

Starting price: Free

Brex Bill Pay is an automated bill payment software that uses AI to capture invoices, route multi-level approvals, and pay vendors by ACH, wire, check, or card. I like that it’s built into Brex’s broader spend platform.

Where Brex falls short

• Full features require a Brex corporate cards

• Better suited for scaling teams than very small startups

• More manual approval work

Is Brex right for you? 

• Use this if you want startup expense management software that consolidates bill pay, cards, and reimbursements.

• Avoid this if you need lightweight tools or want to keep cards and AP on separate systems.

Brex feature snapshot

8. Tipalti

Starting price: Price on request

Tipalti is an end-to-end AP automation platform built for enterprise-level global operations. While I’m impressed by the range of features, which includes invoice capture, approvals, tax compliance, and payments, it’s a lot of tool for a small company just starting out.

Where Tipalti falls short

• Complexity may be overkill for early-stage and small startups

• Best results require ERP integration and setup

• Lack of transparency around pricing

Is Tipalti right for you? 

• Use this if you need business payment automation tools with global reach, tax compliance, and advanced approval workflows.

• Avoid this if you’re a small team looking for a low-cost ebay to pay bills.

Tipalti feature snapshot

9. Xero Bills

Starting price: $29 per month for five bills

Xero Bills is small business accounts payable software built directly into Xero’s accounting platform. It automates bill entry, streamlines approvals, and helps me pay multiple suppliers at once while keeping cash flow visible.

Where Xero Bills falls short

• Features like bulk payments and mukti-currency require higher-tier plans

• Payment execution requires uploading files to your bank rather than paying directly inside Xero

• More limited for companies needing advanced AP automation

Is Xero Bills right for you? 

• Use this if you already run your books in Xero and want bill pay software without adding another platform.

• Avoid this if you need direct payment execution or advanced automation outside an accounting system.

Xero Bills feature snapshot

Best bill pay apps overview

Essential features to look for in bill pay software

The right features in bill pay software for small businesses are the difference between efficiency and peace of mind, and… another login. The wrong setup can slow down approvals, create duplicate records, or even put your company at risk. (If you’ve ever had to persuade a critical contractor to keep working while you scramble to pay the long-overdue invoice, you understand.)

For a startup, picking the right mix of automation, integrations, and controls is what makes the difference between staying lean and drowning in email nudges and alerts.

1. Automated invoice processing and data capture

Tools that automatically read invoices turn ‘paperwork’ into structured data you can actually use. I rely on them to capture key details like due dates, amounts, and vendor information without cutting and pasting.

2. Multi-level approval workflows

As the team grows, bills need more than a rubber-stamp review. I look for customizable approval chains to help put spending in front of the right people at the right time and keep things moving.

3. Integration with accounting software

If the bill pay software doesn’t sync with the accounting software, that’s a non-starter in my book. Automatic reconciliation prevents duplicate records and keeps your general ledger accurate.

4. Mobile accessibility for remote approvals

A strong mobile app makes approvals more straightforward if you have a highly mobile team. And the ability to approve or deny an invoice from a phone can be a lifesaver if your startup consists of you. 

5. Vendor management and onboarding

Managing vendor details in the same platform cuts down on confusion and the potential for mistakes. I’m a fan of tools that let me consolidate tax forms, payment preferences, and contact information in one place.

6. Payment method flexibility (ACH, check, card)

Different vendors want — and need — different payment methods. The best business bill payment apps let you switch between ACH, checks, or even a credit card without extra steps.

7. Duplicate detection and fraud prevention

Fraud and duplicate invoices are real risks, no matter the size of your business. I would prioritize a tool that flags suspicious entries before money leaves my account.

8. Real-time reporting and analytics

Dashboards that show spending as it happens can be a powerful way to hold yourself accountable. And budget overruns, if they happen, will crop up well in advance of the end of the month, so you have time to plan.

9. Role-based permissions and access controls

Not everyone on the team needs access to the nitty-gritty of your books. Role-based controls let you define who can create, approve, or release payments.

10. Audit trails and compliance features

I always check for strong audit trails. Being able to show how and when every bill was approved reduces compliance worries and builds investor trust.

Benefits of automating bill payments for startups

You might think the primary advantage of small business accounts payable software is about time saved. That’s definitely a factor, but automating bill payments does more for your startup than just cutting down on administrative load. You get tighter control over your cash, fewer mistakes in your accounting, and the ability to scale financial processes without hiring more back office (or overloading your ops team). 

Improved cash flow management

Scheduling payments ahead of time lets you see exactly when money leaves your account. That visibility makes it easier to balance expenses, forecast runway, and avoid scrambling for funds when it’s time to run payroll.

Reduced manual errors and processing time

Typing invoice data into spreadsheets is where most mistakes happen. With automation, bill creation is faster, and you avoid spending time chasing down why a payment was misapplied or why numbers don’t match up in your books and records.

Enhanced vendor relationships through timely payments

Vendors notice when they don’t get paid on time. Automating recurring utility bills and large supplier invoices also avoids late fees and uncomfortable discussions.

Better financial visibility and reporting

Tracking all bill payments on a single platform gives you real-time insight into how much cash you’ve already committed and where it’s going. That’s key information not just for you, but for any investors.

Streamlined approval processes for remote teams

When the team works from around the country (or the world), passing around paper invoices isn’t an option. Automated approvals route invoices to the right person, no matter where they’re sitting, and help you close the books on time.

Cost savings on paper checks and manual processing

Printing and mailing paper checks might make sense for an enterprise, but it’s just not cost-effective for most startups. Relying on electronic payment methods saves the money and administrative time associated with cutting a check.

Scalable operations as business grows

As your business adds subscriptions, teams, contractors, and suppliers, automation keeps things running without forcing you to find money in the budget for a full-time operations or finance hire.

End-to-end spend management

See Rippling

How to choose the right bill pay app for your startup

Not every bill pay app is built for the reality of a startup. Some look slick, but under the hood, you’ve got clunky legacy tech that doesn’t scale. Others come with everything you expect from automated bill payment software, but with an “enterprise” price tag that’s hard to justify.

I’ve found it helps to use a simple, iterative decision framework that forces me to weigh the key metrics before committing to a tool. It prevents me from signing up for something new and shiny that the company will outgrow in a year.

Assess your current bill payment volume

For starters, how many bills does your company pay each month? If you’re only working with a few vendors, a lightweight tool might be enough. Once you start dealing with recurring payments or multiple accounts payable workflows, however, automation is a must.

Evaluate integration requirements

Next, check how well the app connects with your current accounting software and bank accounts. If you can’t sync bill creation and reconcile accounts automatically, the manual work you’re trying to eliminate will creep back in later. 

Consider your team size and approval hierarchy

Approvals weren’t a big deal when you were just a one-person, founder-led show. If you’ve grown to the point where you have a finance lead or different departments, you probably need a tool with customizable approvals and a clear audit trail to avoid bottlenecks and keep your bookkeeper happy. 

Review pricing models and total cost of ownership

Pricing for most bill pay apps varies based on the number of users, transactions, or features. It’s important to calculate not just the monthly subscription, but any per-transaction costs that can impact how much it costs to pay your bills.

Test user experience and mobile capabilities

A good mobile app matters when you don’t want the team chained to a laptop. I like to test how quickly and easily I can review and approve a payment on a phone or tablet, since poor UX or sign-in delays can turn into late fees if I don’t get to the computer fast enough.

Examine security and compliance features

Finally, research safety and privacy features. Key safeguards like data encryption, role-based access control, and automated compliance should come standard with modern digital bill pay solutions. Regulatory investigations and fines are expensive — startups can’t afford to make mistakes here.

Streamline your financial operations with Rippling Bill Pay

When manual systems and simple bill pay apps don’t cut it and you need a system that scales with your team, it’s time to look at more integrated solutions. Rippling is the best overall software for startups.

With Rippling, you can efficiently route and manage bills to ensure on-time payment and accurate record-keeping. Rippling’s bill pay software simplifies the bill creation process, allowing you to upload invoices directly. 

Using AI, Rippling automatically captures bill details (invoice date, due date, amount, vendor name, addresses, etc.), streamlining data entry and reducing manual effort. And, by automating approval workflows, Rippling accelerates bill processing so you and your team can close the books faster. 

Rippling empowers Finance teams by freeing up time to work on strategic projects and drive organizational success.

With Rippling you can:

•  Automatically create bills, route them for approval, and schedule payments, delivering faster, more reliable payments.

• Configure Rippling's policy engine to route bills to the appropriate approver. 

• Easily review bills based on due date, days past due, and pending approval within the approval flow. 

• Schedule future payments using your preferred payment method, including ACH, wires, or checks, while ensuring accurate GL coding and categorization for seamless integration with your accounting system.

Bill Pay is also part of Rippling’s expense management software. With this all-in-one spend solution, you can automatically issue a corporate card to a newly-hired salesperson, direct bill and expense approvals to specific individuals based on vendor and price, manage visibility into overall spending data based on group and level, and more.

FAQs about bill pay apps for startups