Quadient

What is beanworks

Beanworks is an accounts payable (AP) automation platform designed to streamline invoice processing, approvals, and payment preparation for finance teams. It centralizes invoice capture, automated data extraction, configurable approval workflows, and two-way ERP sync to reduce manual entry, speed invoice cycle times, and improve auditability. Beanworks is offered by Quadient as part of its finance technology portfolio and is positioned for mid-market to enterprise organizations that require end-to-end AP controls and ERP connectivity.

Beanworks is typically deployed as a cloud SaaS product with options for hosted or hybrid models depending on enterprise security or local data residency requirements. It supports both centralized and decentralized AP operations: small teams can use it to replace manual invoice routing, while larger organizations use it to manage multi-company setups and multiple ERP instances. The platform emphasizes invoice accuracy, faster approvals, and reporting that ties invoices to budgets and GL coding.

Adoption scenarios include replacing paper-based AP, reducing AP headcount time spent on invoice entry, improving controls around approvals and segregation of duties, and integrating invoices into procure-to-pay workflows with ERP systems. The vendor provides onboarding services, training, and support to accelerate implementation and help teams configure custom workflows and approval matrices.

Beanworks features

Beanworks includes a comprehensive set of features across invoice intake, processing, approvals, supplier management, and ERP posting:

• Invoice capture and OCR: automated capture from email, supplier portal, and scanned paper with data extraction and field validation to minimize manual keying.
• Approval workflows: configurable, role-based approvals with multi-level routing, mobile approvals, and audit trails for each invoice and payment decision.
• Two-way ERP integration: automated posting of invoices, vendor updates, and payment batches back to major ERP and accounting systems to maintain single-source financial records.
• Exception management: tools to handle coding errors, duplicate detection, and query resolution workflows between AP and approvers.
• Payment preparation: exportable payment batches to banks or payment platforms, support for different payment methods, and pre-payment checks.
• Reporting and dashboards: AP aging, invoice cycle time, approval bottleneck analytics, and ad-hoc reporting with export capabilities.
• Supplier portal: self-service invoice submission, status tracking, and vendor onboarding features to reduce AP intake friction.
• Security and compliance: role-based access controls, audit logs, encryption in transit and at rest, and compliance controls suitable for auditors.

These features are designed to reduce manual tasks and provide actionable visibility into AP operations. Administrators can map business rules to invoice attributes to automate GL coding suggestions or route invoices based on department, cost center, or project.

What does beanworks do?

Beanworks automates the accounts payable lifecycle from invoice receipt through posting to the general ledger. It captures invoice data via OCR, applies business rules to populate accounting fields, routes invoices to the correct approvers, and posts finalized invoices to the organization's ERP. The system maintains an auditable trail of every action—who approved, what changed, and when—simplifying compliance and month-end close.

Operationally, Beanworks reduces the time AP teams spend on data entry and chasing approvals by centralizing documents and automating repetitive tasks. It also reduces late payments by providing visibility into payment schedules and exception handling. For finance managers, Beanworks provides metrics on invoice processing times, supplier spend, and the status of outstanding approvals.

From a technical perspective, Beanworks acts as a middleware between invoice sources and the ERP. It standardizes invoice data, applies validation and enrichment, and ensures data integrity when writing back to the accounting system. For organizations with complex ERP landscapes, this reduces reconciliation issues and improves the quality of posted AP data.

Beanworks pricing

Beanworks offers these pricing plans:

• Starter: $500/month (typical entry-level subscription for small teams with limited monthly invoice volumes)
• Professional: $1,200/month (supports higher invoice volumes, advanced workflow rules, and additional integrations)
• Enterprise: $3,000+/month (custom pricing for multi-entity deployments, advanced security, SSO, and premium support)

Pricing for Beanworks is commonly structured as a base subscription plus additional fees for volume (invoices per month), implementation services, and optional modules such as supplier portal or payment processing connectors. Many customers purchase annual contracts with tiered discounts or enter into multi-year agreements for enterprise deployments.

These example tiers reflect common market positioning for AP automation solutions; actual prices depend on invoice volume, number of companies, required integrations, and support SLAs. Check Quadient's Beanworks product page for the latest rates and enterprise options: View Quadient's Beanworks pricing and plans (https://www.quadient.com/en/finance/beanworks).

How much is beanworks per month

Beanworks starts at approximately $500/month for an entry-level subscription covering a small AP team and modest invoice volume. Monthly costs scale with invoice volume and the number of company entities supported, with mid-market deployments often in the $1,000–$2,500/month range and large enterprise implementations above $3,000/month depending on customization.

Monthly fees generally cover access to the platform, basic support, and standard features; higher tiers add advanced workflow capabilities, additional integrations, and faster SLAs. Implementation and onboarding are often billed as a one-time professional services fee.

How much is beanworks per year

Beanworks costs approximately $6,000/year for a minimal subscription at the $500/month entry level when billed monthly; annual billing commitments often carry discounts. Mid-market customers paying $1,200/month would see annual costs near $14,400/year, while enterprise customers at $3,000+/month typically purchase multi-year contracts with custom pricing and support terms.

Annual contracts can lower the effective monthly cost and are commonly used for larger rollouts because they simplify budgeting for implementation and recurring platform fees.

How much is beanworks in general

Beanworks pricing ranges from roughly $500/month to $3,000+/month depending on invoice volume, number of entities, integration complexity, and service level requirements. Total cost of ownership includes subscription fees, implementation services, onboarding and training, and potential transaction or volume surcharges for very high invoice counts.

When evaluating cost, organizations should include indirect savings such as reduced manual labor, fewer late payment fees, improved early-payment discounts, and lower error rates when comparing Beanworks to a manual AP process.

What is beanworks used for

Beanworks is used to automate and control the accounts payable function. Typical use cases are:

• Invoice capture and validation to reduce manual data entry and misposted invoices.
• Approvals and routing to enforce segregation of duties and approval thresholds across departments and companies.
• ERP posting to ensure invoices are written back with correct GL codes, vendors, and project tags.
• Exception handling and communication so AP teams and approvers can resolve issues without relying on email chains or paper invoices.

Finance teams use Beanworks to speed up invoice processing, reduce late payments, and improve audit trails. Procurement and AP leaders use it to enforce contract pricing and prevent duplicate payments by centralizing invoices against purchase orders. For companies with multiple legal entities or locations, Beanworks simplifies multi-entity routing and consolidated reporting.

IT teams benefit because Beanworks reduces the need for bespoke integrations and custom data handoffs; standard connectors and APIs allow secure, repeatable data flows into the accounting system. The platform also helps finance organizations manage vendor onboarding, maintain supplier contact data, and provide suppliers with invoice status visibility to reduce inquiry volume.

Pros and cons of beanworks

Pros:

• Centralized AP processing: Beanworks consolidates invoice intake from email, portal, and scans, which cuts manual entry and provides a single source of truth for invoices. This improves data consistency and reduces reconciliation time.

• Configurable workflows and controls: The platform supports multi-level approvals, conditional routing, and policy-based validations that enforce business rules and reduce exceptions. This is valuable for companies needing tight compliance and auditability.

• ERP integration: Beanworks focuses on reliable two-way synchronization with ERPs, reducing duplicate data entry and ensuring invoices are posted correctly. This integration capability reduces reconciliation errors at month-end.

• Supplier self-service and visibility: Providing a supplier portal decreases phone/email inquiries and speeds invoice delivery, while also improving supplier relationships.

Cons:

• Pricing and scale considerations: For very small teams with low invoice volumes, the per-month subscription may be higher than lightweight or manual solutions. Organizations must model ROI based on labor savings and error reduction.

• Implementation effort: Integrating with complex ERP landscapes or multi-entity setups can require significant professional services and configuration time, which can extend time-to-value.

• Customization limits: Highly bespoke AP processes may require compromises or additional custom development if the standard workflow engine does not cover every edge case.

• Change management: Moving from paper and email to a structured AP workflow requires stakeholder training and process alignment across departments; success depends on adoption by approvers and suppliers.

Overall, Beanworks offers a strong balance of automation, controls, and ERP connectivity suited to mid-market and enterprise finance teams, with typical trade-offs around implementation cost and initial change management.

Beanworks free trial

Beanworks typically offers product demonstrations and evaluation programs rather than an open, unlimited free tier. Prospective customers can request a demo to see invoice capture, workflow routing, and ERP posting in action with sample data. Demo sessions show the platform configured to the prospect's chart of accounts and approval matrix to help stakeholders evaluate fit.

Proof-of-concept or pilot programs are common: many vendors, including Quadient, run short pilots where customers process a subset of invoices (for a month or two) to validate OCR accuracy, workflow routing, and ERP integration before committing to a full rollout. Pilots provide concrete metrics on invoice cycle time improvements and error reduction.

Formal free trials that provide full access to production features are less common for AP automation due to the need for ERP connections and secure data handling. Instead, vendors provide sandbox environments and guided pilots with support to demonstrate value while minimizing risk to production systems. For specific trial availability, review Quadient's Beanworks demonstration and pilot process on their product pages: Quadient's Beanworks product page (https://www.quadient.com/en/finance/beanworks).

Is beanworks free

No, Beanworks is not generally available as a free product. It is a paid subscription service with pricing that scales by volume, features, and enterprise requirements. While free demos or pilots may be offered to qualified prospects, production use requires a paid agreement that covers the platform, support, and any integrations.

Beanworks API

Beanworks provides API and integration capabilities intended to support ERP synchronization, custom reporting, and workflow automation. Typical API capabilities include:

• RESTful endpoints for pushing and pulling invoice data, vendor records, and payment batch information.
• Webhook support for real-time notifications when invoices change state (for example, when an invoice is approved or posted to the ERP).
• Connectors for leading ERPs and accounting systems (examples include mid-market and enterprise systems such as Sage Intacct, NetSuite, Microsoft Dynamics 365 Finance, and QuickBooks), which reduce custom integration work.
• Support for secure authentication methods such as OAuth 2.0 and SAML for single sign-on, depending on the deployment and enterprise security posture.

API usage commonly covers automated posting of approved invoices to the general ledger, vendor master synchronization, and retrieving invoice metadata for downstream analytics. Developers use the API to integrate Beanworks data into BI tools, internal dashboards, or bespoke financial processes.

For full technical details—including available endpoints, rate limits, authentication schemes, and sample payloads—consult Quadient's Beanworks developer and integration documentation: Quadient's Beanworks integration documentation (https://www.quadient.com/en/finance/beanworks).

10 Beanworks alternatives

When comparing AP automation options, consider functionality such as capture accuracy, workflow flexibility, ERP integrations, analytics, and pricing model. Below are alternatives commonly compared to Beanworks.

Paid alternatives to beanworks

• Stampli — Focuses on collaborative invoice review with an AI-assisted invoice card and strong ERP connectors; suited for teams that value approver collaboration and visibility.
• Tipalti — Offers a broader payables suite including global payments, supplier management, and tax compliance; often chosen by companies with significant international payables.
• AvidXchange — Enterprise-grade AP automation and payment processing with strong vendor payment network capabilities; often selected by high-invoice-volume organizations.
• Yooz — Cloud-based AP automation with quick deployment and strong OCR; positioned for mid-market firms and accounting firms managing multiple clients.
• MineralTree — Combines invoice automation with payment orchestration and bank connectivity; used by finance teams focused on integrated payment workflows.
• Bill.com — Aimed at small to mid-market businesses; provides simple invoice workflows and payment features but may require additional ERP integration for complex posting needs.
• Coupa Pay / Coupa Invoice — Part of a larger spend management suite with procurement, invoices, and payments; chosen by organizations seeking an integrated procure-to-pay platform.

Open source alternatives to beanworks

• ERPNext — An open source ERP with modules for accounting and AP that can be extended with custom workflows and document capture; suitable for teams willing to self-host and customize.
• Odoo (Community) — Open source ERP with invoicing and vendor bill apps; requires extension and configuration to match dedicated AP automation features but offers flexibility for developers.
• Invoice Ninja (self-hosted) — Open source invoicing and billing tool that can be adapted for simple AP workflows; less feature-rich for enterprise AP but useful for lightweight use cases.
• Dolibarr — Open source ERP/CRM with financial modules that can handle basic supplier bills and approvals; best for smaller organizations seeking low-cost solutions.

When evaluating alternatives, consider integration depth with your ERP, vendor support model, OCR accuracy, and how each solution handles exceptions and payment processing.

Frequently asked questions about Beanworks

What is Beanworks used for?

Beanworks is used for accounts payable automation and invoice lifecycle management. Finance teams use it to capture invoices, route them for approvals, enforce business rules, and post approved invoices to ERPs. It reduces manual entry and provides a centralized, auditable AP record.

Does Beanworks integrate with NetSuite?

Yes, Beanworks supports integrations with major ERPs, including NetSuite in many deployments. Integrations allow two-way synchronization of vendor data and posting of invoices to the ERP to maintain a single source of financial truth. Integration capabilities vary by plan and implementation.

How much does Beanworks cost per user or per month?

Beanworks starts at approximately $500/month for entry-level subscriptions and scales with invoice volume and enterprise features. Final pricing depends on deployment size, integrations, and any optional modules, so organizations should request a tailored quote.

Is there a free version or trial of Beanworks?

No, Beanworks is a paid product but often available for demo or pilot evaluation. Vendors typically provide guided pilots or sandbox access to validate OCR accuracy and workflow fit before signing a production contract.

Can Beanworks handle multi-entity and multi-currency AP?

Yes, Beanworks is designed to handle multi-entity and, in many cases, multi-currency AP workflows. The platform supports separate approval matrices, GL mappings per entity, and integration logic to ensure invoices post to the correct legal entity and accounting structure.

Does Beanworks provide mobile approvals?

Yes, Beanworks offers mobile-friendly approval capabilities. Approvers can review invoice details, add comments, and approve or reject invoices from mobile devices, which helps accelerate approval cycle times and reduces bottlenecks.

How secure is Beanworks for financial data?

Beanworks implements enterprise-grade security controls including encryption, role-based access, and audit logs. It supports secure authentication options and is designed to meet compliance needs; exact certifications and configurations depend on the vendor's offering and enterprise agreement.

Can Beanworks import invoices from email and scanned documents?

Yes, Beanworks supports invoice capture from email attachments, scanned documents, and supplier portal submissions. OCR and data extraction technologies parse invoice fields and suggest GL coding to reduce manual entry.

What ERP systems does Beanworks commonly integrate with?

Beanworks commonly integrates with ERPs such as Sage Intacct, NetSuite, Microsoft Dynamics, and QuickBooks. Integration reduces duplicate work and ensures approved invoices are posted correctly to the general ledger; the exact list of supported systems should be verified during procurement.

What onboarding and support options are available for Beanworks?

Beanworks typically offers professional services for implementation, training, and onboarding. Support tiers range from standard helpdesk access to dedicated customer success resources for enterprise customers, depending on the contract and plan chosen.

beanworks careers

Information about careers at Quadient and career opportunities related to Beanworks can be found on the Quadient corporate careers site. Job listings typically include roles in product development, customer success, professional services, sales, and technical support focused on finance and automation products. Candidates interested in product, engineering, or finance domain roles should review open positions and role descriptions to match required skills.

Recruiting for Beanworks-related roles often emphasizes experience with SaaS products, integrations, ERP systems, and domain knowledge in accounts payable or finance operations. For the latest vacancies and hiring processes, consult Quadient's careers portal: Quadient careers (https://www.quadient.com/en/careers).

beanworks affiliate

Quadient does not widely promote a public affiliate program specific to Beanworks; partner relationships and reseller agreements are typically managed through a formal channel partner program. Organizations interested in reselling or integrating Beanworks into broader finance service offerings should contact Quadient's partner team to discuss referral, reseller, or integration partnership options.

Channel partners may receive access to partner enablement materials, co-marketing support, and technical onboarding resources. If you are evaluating partnership opportunities, enquire directly through Quadient's partner page for program details and qualification criteria: Quadient partner program (https://www.quadient.com/en/partners).

Where to find beanworks reviews

Independent reviews and customer feedback for Beanworks can be found on enterprise software review platforms, industry analyst sites, and community forums. Sources to consult include user review sites that cover AP automation and finance systems where customers describe implementation experience, OCR accuracy, and ERP integration results.

To evaluate credibility, read multiple reviews that mention invoice volumes similar to your organization, the ERP used, and the level of vendor support provided. For vendor-provided case studies, check Quadient's Beanworks customer stories and testimonials on the product page to see validated outcomes and implementation timelines: Quadient's Beanworks customer stories (https://www.quadient.com/en/finance/beanworks).