Best Accounts Payable Software for Canadian Businesses in 2025

Despite transformative innovation in accounts payable software like AI-driven optical character recognition (OCR) and workflow automation, 69% of Canadian SMBs still feel that invoice processing and vendor payment needs to be more efficient. The accounts payable system that today’s growing businesses rely on stifles operations. Twenty-seven percent of Canadian SMBs report that their most pressing challenge is delays in incoming and outgoing payments while 18% report that cash flow management issues are their biggest obstacle. 

In this article, we’ll discuss why today’s businesses need better solutions for AP automation and how to choose the best accounts payable automation software in 2025. 

What is accounts payable software? 

Accounts payable (AP) software solutions automate invoice and bill intake, GL coding, matching, validation, and approvals to streamline the process of paying your suppliers and vendors. 

Business leaders often look into investing in accounts payable workflow software when their teams get fed up with tedious manual data entry and when their current approvals and payment processes create frustrating bottlenecks. But beyond just saving you time and labour, the right AP software solutions also give you greater control over your expenses, provide more accurate invoice validation and help you close your books quickly. 

The best accounts payable automation software have embedded payment and business options, so you can make EFT payments to your vendors and contractors or pay them via ACH, international wire transfer, cheque or credit card without having to navigate through your online banking portals every time an invoice comes due.

Why Canadian businesses need accounts payable automation software

Your AP strategy is where you put your budget into action. Accounts payable automation software is an essential tool for monitoring and controlling where your cash is allocated so you can keep your business running and invest wisely in growth-driving opportunities. With AP automation software, businesses can:

Eliminate manual data entry. The best AP software solutions offer OCR that automatically transfers information from invoices and receipts into the system and applies appropriate general ledger (GL) and tax codes.

Enhance security and reduce fraud. Two- and three-way matching automatically check invoices against purchase orders (POs) and goods receipt notes (GRN) to ensure you’re paying the right person.

Improve vendor relationships. If you’re trying to figure out how to pay an invoice faster for a valued vendor, you can schedule transactions and track payments with an AP solution to reduce days payable outstanding (DPO), build trust with your vendors, and take advantage of early payment discounts.

Control spend and manage expenses. Track spend in one place to get insights into your budget. With an AP automation solution like Float, you can also proactively set limits (not just company handbook policies) on corporate card spending to keep everyone on track. 

Make global payments. Leading AP solutions allow you to seamlessly pay US invoices and international invoices within the platform. 

Close the books faster. Automatically reconcile invoices in your AP solution with your accounting software.

Make EFT Payments with Float

Canada’s best-in-class EFT, ACH, and Global Wires payments platform — plus average savings of 7%.

What to look for in accounts payable software in 2025

Today, the status-quo accounts payable system for a Canadian businesses includes a patchwork of point solutions that breeds bottlenecks and holds businesses back.

AP point solutions - a non-integrated workflow

The best accounts payable automation software provides holistic, end-to-end workflows, speedy payments and cash flow management, facilitating financial momentum so you can grow your business. Look for an AP software solution with key features like:

✓ AI-driven OCR for automated receipt and invoice intake

✓ Automatic GL and tax coding

✓ Automatic two- or three-way invoice matching and validation 

✓ Employee expense management and reimbursement capabilities 

✓ Customizable approvals controls and automated approvals processes

✓ Multiple ways to pay invoices including EFT and ACH, wire, credit card or via platform-based account

✓ International payment capabilities plus low- or no-fee FX

✓ Payment tracking for both you and your vendors

✓ Reliable two-way sync integrations and automatic reconciliation with accounting software 

Does accounts payable workflow software handle employee expenses?  

Most AP software workflows lump employee expenses—like travel, meals, fuel, and supplies—in with vendor invoices, even though they should be treated differently. Typical AP solutions focus on facilitating vendor payments and most businesses opt to (or have to) reimburse employees through payroll. 

With an AP automation platform like Float, corporate card spending and reimbursements happen seamlessly in the same place as invoice management and vendor payments. 

Float lets you see how spending across all your corporate cards impacts cash flow as transactions happen. You can also customize spending limits in real time, giving you total control over when and how your team spends. You can use Float to process same-day reimbursements, but with corporate cards, you don’t have to worry about reimbursements at all. 

6 best accounts payable software for Canadian businesses in 2025

Float Bill Pay is an accounts payable software small business teams love to use, but there are other options out there. To help you make an informed decision about the accounts payable software that fits your business, here’s how Canadian AP software solutions stack up.

1. Float Bill Pay

Float Bill Pay is an intuitive financial management platform built in Canada for Canadian businesses of all sizes. Designed for efficiency, it offers seamless invoice and receipt capture workflows powered by leading-edge AI data extraction. With automated GL and tax coding, custom approval workflows and embedded EFT/ACH and wire payments (CAD and USD), managing payments has never been easier. Float also includes built-in FX services, ensuring smooth international transactions.

Payments made through your Float balance arrive within one to two business days, with real-time payment tracking for vendors. The platform integrates effortlessly with QuickBooks, Xero and Netsuite through two-way sync, along with HRIS and Slack integrations to ensure the right team members sign-off on invoices.

Float Bill Pay is available for free, with premium and enterprise pricing options available. No fees are charged on EFT and ACH transactions on Float, offering further savings for your business. Additionally, Float combines best-in-class accounts payable automation software with corporate and virtual cards for employee spend management. Businesses can also benefit from 1% cashback on corporate card purchases and earn up to 4% interest on CAD and USD business balances.

2. Plooto

Plooto is an AP and accounts receivables (AR) automation software. It’s a good point solution for SMBs looking for status-quo AP software. 

The platform offers automated invoice processing alongside customizable automated approval workflows so that invoices are routed to the right person at the right time. The platform also provides in-depth payment history with a comprehensive audit view of transactions. 

Plooto subscriptions cost between $32 and $99 per month. It offers EFT and ACH payments at $0.50 per transaction and enables international payments to over 40 countries with no FX fees. However, payments can take between 4 to 5 days to process and customers report that payments often take far longer to go though. Limited customer support and a poor payee experience are also common issues with this platform. Plooto is purely an AP/AR solution and doesn’t handle employee spend or reimbursements. 

3. Dext

Dext is a bookkeeping automation software with a focus on record-keeping. Its strength is its OCR intake functionality. Dext provides multiple convenient ways for employees to upload receipts on the go with real-time expense tracking for the back office. Like Plooto, it offers robust approvals controls. It also provides automated reporting to help get the books closed quicker. 

Currently, Dext doesn’t offer payment features. You’ll need to manually make payments through your bank or another platform. Dext may offer payment features in the future, but for now, it only provides a point solution that must be integrated with other platforms. 

A Dext subscription costs between $30 and $107.50 per month. 

4. Loop

Loop is a banking platform focused on streamlining cross-border payments. It’s built more like a digital banking app than an AP software solution. Loop  delivers on flexibility and speed for making global payments, but it’s not the best choice for end-to-end AP automation. It doesn’t integrate with accounting software or automate invoice intake—you’ll need another solution for collecting and storing invoices. You’ll also have to manually validate and reconcile payments made through Loop with other systems.

Similar to Float, Loop does offer corporate credit cards in CAD and USD, as well as GBP and EUR with no annual fees, rewards points up to $1 million credit limits and a 55-day repayment grace period. The corporate card makes it easier to track and control employee spend alongside vendor payments for a more holistic view of your cash flow.

Loop has a free version, but its paid tiers cost between $49 and $199 per month. EFT/ACH payments cost between 0.25% and 0.5% per invoice plus $1, which means that the bigger the invoice, the more you’ll pay. Loop provides real-time payment tracking and payments typically arrive in 1 to 3 business days. 

5. Quadient accounts payable automation by Beanworks

Primarily a mailing and customer experience solution provider, Quadient also offers a AP automation by Beanworks. Quadient might be a good option for larger, global mid-market businesses and enterprises, but it’s not flexible (or affordable) enough for SMBs. It offers comprehensive AP features like automated purchase order (PO) and invoice processing as well as automatic GL coding.

You can make payments through an integration with your online banking portal or via cheques, e-cheques, ACH or virtual credit cards which offer 1.1% cash back. Payments are automatically reconciled with your accounting software—Quadient offers custom integrations in addition to its long list of financial and enterprise resource planning (ERP) integrations. 

There’s no publicly available pricing, but costs are tied to transaction volume, so it’s not ideal for rapidly growing companies.

6. RBC PayEdge

RBC PayEdge is an AP platform from RBC Royal Bank. It’s a good option if you want to make payments through the traditional banking system. The platform allows you to pay invoices from multiple Canadian bank accounts or credit cards and also offers EFT/ACH and cheque payments. You can also pay multiple vendors from a single payment order. RBC PayEdge offers tracking for global payments. Both domestic and international payments can take between 1 to 7 business days to arrive. 

The platform doesn’t offer robust expense management features or reporting. As you might expect from a bank, the user interface is outdated and customers report that it’s not intuitive to use. It does integrate with accounting and ERP software.

RBC PayEdge has a free version, but its paid tiers cost between $89.95 and $219.95 per month (woof). EFT transactions cost $1 while ACH transactions cost a whopping $9.99, which means it’s not an ideal solution for businesses that need to make cross-border payments on a regular basis. 

Accounts Payable Software: Quick Comparison Chart

SolutionCosts & FeesStandout FeaturesLimitations
⭐️ Float Bill PaySaaS: $0–$10 per user/mo. (+ enterprise pricing options)
EFT/ACH fees: FREE
AI-powered invoice and receipt captureAutomated GL and tax codingCustom approval workflowsEmbedded EFT/ACH & wire payments (CAD, USD)Built-in FX servicesPayments in 1–2 business daysReal-time vendor trackingTwo-way sync with QuickBooks, Xero, NetsuiteFocus on incorporated businesses vs. freelancers or sole proprietorsBuilt for Canadian-based companies
PlootoSaaS: $32–$99/mo.
EFT/ACH fees: $0.50/txn.
Automated invoice processingEFT/ACH, cheque payments via credit cardNo FX fees.Payments (might) arrive in 4–5 business daysAR automation and payment processingTwo-way sync with QuickBooks, Xero, and Netsuite Customers find that payments take far longer than 5 business daysLimited customer supportPoor payee user experience Doesn’t handle employee spend and reimbursements
DextSaaS: $30–$107.50/mo.
EFT/ACH fees: N/A
Leading OCR receipt and invoice intakeMultiple ways to upload receiptsReal-time expense trackingRobust approvals controlsAutomated reportingQuickBooks, Xero, Sage, and other accounting software integrationsNo payment functionalityDoesn’t handle employee spend and reimbursements
LoopSaaS: $0–$199/mo.
EFT/ACH fees: 0.5-0.25%/ invoice + $1
Global payments Multi-currency corporate credit cardsRobust approval controlsReal-time payment trackingPayments arrive in 1–3 business days
No invoice intake or storageNo accounting software integrationsPercentage-based pricing punishes growthNo cash backNo interest 
Quadient accounts payable automation by BeanworksNo public pricing available. Pricing is based on monthly invoice volume and purchase order and payment requirements. Automated PO, invoice processingAutomatic GL codingReal-time spend trackingRobust approvals controls1.1% cash back with virtual credit cardsTwo-way sync with QuickBooks, Xero, Sage and moreERP software integrationsExpensive and over-built for SMBsComplex user interfaceFrequent issues with integrationsTransaction volume-based pricing punishes growthDoesn’t handle employee spend and reimbursements
RBC PayEdgeSaaS: $0–$219.95/mo.
EFT fees: $1/txn.ACH fees: $9.99/txn.
Pay out of multiple Canadian bank accounts or credit cardsSet approval controlsEFT/ACH, cheque payments via credit cardPay multiple vendors in a single payment orderTrackable global paymentsPayments arrive in 1–7 business daysQuickBooks Online, Sage, Xero, ERP software integrationsNo robust expense management features No reporting featuresOutdated user interface Limited customer supportDoesn’t handle employee spend and reimbursements

Choosing the accounts payable automation software that’s right for your business

Migrating your AP processes to a new system is a major investment, so it’s important to choose software that’s easy to add into your existing workflows and is intuitive to use. Find a solution that can deliver tangible, measurable results—like reducing DPO and time saved closing the books—as well as intangible benefits like employee satisfaction. If you’re doing business across borders, select a solution that allows you to easily make EFT or ACH payments, wire transfers or no-fee FX payments in your required currencies. 

The solution you choose should also address your business’s unique needs today while pushing your operations forward by boosting efficiency and reducing costs. Float’s Bill Pay provides accounts payable software small business owners and their accounting teams can use to manage employee spend and pay vendors for total control over AP. It’s designed by Canadians to support the nuances of Canadian accounts payable systems. 

But don’t just take our word for it. Try Float for free and take the headache out of your accounts payable software processes, once and for all. 

Make EFT Payments with Float

Canada’s best-in-class EFT, ACH, and Global Wires payments platform — plus average savings of 7%.

Understanding FX Fees: Save on CAD to USD Conversions

As a Canadian business owner, you understand the importance of managing your finances effectively, especially when it comes to cross-border transactions. Navigating the complexities of foreign exchange (FX) conversion can be a daunting task, but with the right strategies and tools, you can save money and optimize your financial operations.

In this article, we’ll dive into the world of FX conversion, focusing specifically on how to save on conversions between Canadian dollars (CAD) and United States dollars (USD). By the end of this guide, you’ll be equipped with the knowledge and strategies to make informed decisions and minimize costs associated with currency exchange.

What is FX Conversion?

FX conversion is the process of exchanging one currency for another, such as Canadian dollars (CAD) to United States dollars (USD). Understanding the foreign exchange process is crucial for businesses engaging in cross-border transactions.

How to Save on FX Conversion Between CAD and USD

  • Explore strategies to minimize costs: Researching and implementing effective strategies can significantly reduce the financial impact of currency exchange on your business.
  • Optimize transactions: By optimizing your cross-border transactions, you can minimize fees and maximize savings.

1. Understand Currency Conversion Fees

  • Familiarize yourself with typical fees: Banks and brokers often charge various fees for currency conversion. Understanding these fees is the first step in saving money.
  • Compare providers: By comparing different providers, you can identify those that offer the most competitive rates and save on conversion fees.

2. Seek Competitive Exchange Rates

  • Monitor the market: Keeping a close eye on exchange rates can help you identify favorable times to convert your currency.
  • Utilize rate comparison platforms: Platforms that offer real-time rate comparisons can help you find the best deals and save money on conversions.

3. Use Norbert’s Gambit for Large Transactions

  • Implement Norbert’s Gambit: This strategy involves buying dual-listed stocks to transfer between CAD and USD, effectively minimizing conversion costs.
  • Understand the steps: To execute Norbert’s Gambit effectively, it’s essential to familiarize yourself with the process and follow the steps carefully.

4. Consider a Corporate Card for USD Transactions

  • Use a corporate card for USD: A corporate card for USD transactions can help minimize conversion fees for business expenses.
  • Benefits of a specialized corporate card: Corporate cards designed for cross-border transactions often offer competitive rates and additional features to streamline your financial operations.

Tips on Reducing FX Costs

1. Plan Transactions Strategically

  • Timing is crucial: By planning your conversions when exchange rates are favorable, you can maximize savings and minimize costs.

2. Utilize Financial Tools

  • Leverage financial software: Specialized financial software can help you track and optimize your currency exchanges, ensuring you’re always getting the best rates.

Frequently Asked Questions

What is the cheapest way to convert CAD to USD?

  • Use cost-effective methods: Strategies like Norbert’s Gambit or platforms with low conversion fees can be the most cost-effective ways to convert CAD to USD.

How can I avoid high fees when converting currency?

  • Compare and use specific strategies: Comparing providers and using strategies like Norbert’s Gambit for large sums can help you avoid high conversion fees.

What are the best strategies for saving on FX conversion?

  • Monitor, use corporate cards, and apply Norbert’s Gambit: By monitoring exchange rates, using corporate cards designed for cross-border transactions, and applying Norbert’s Gambit when appropriate, you can effectively save on FX conversion.

How does Norbert’s Gambit work for CAD to USD conversion?

  • Buy dual-listed stocks and journal them: Norbert’s Gambit involves buying dual-listed stocks and journaling them to exchange currencies at minimal cost.

Conclusion

By implementing these strategies and staying informed about the latest trends in FX conversion, you can significantly reduce costs and optimize your cross-border transactions. At Float, we understand the unique challenges faced by Canadian businesses, and we’re here to help you navigate the complexities of foreign exchange. Get started for free today and discover how our innovative solutions can help you save on FX conversion between CAD and USD.

What is Accounts Payable? Your Guide to a Modern AP Process

Managing business expenses can quickly become chaotic without the right systems. From vendor invoices to employee reimbursements, keeping track of payments is a critical part of maintaining healthy cash flow

This is where accounts payable (AP) comes in—the core of your company’s financial operations. But traditional AP processes are often slow, error-prone and a major headache for finance teams. So, how can you streamline your AP process and free up time for what really matters?

In this guide, we’ll break down everything you need to know about accounts payable: what it is, how it works and how modern automation tools like Float can transform your AP workflow. Whether you’re a finance leader aiming to eliminate gruntwork or a business owner seeking better visibility into company spending, we’ve got you covered.

What is Accounts Payable (AP)?

Accounts payable (AP) refers to the money a company owes to its vendors for goods or services received but not yet paid for. It’s recorded as a liability on the balance sheet and includes payments such as supplier invoices, contractor fees and utility bills.

Examples of accounts payable:

  • Invoices for supplies and equipment (e.g. office supplies, computer hardware, raw materials, etc.)
  • Professional services payments (e.g. legal fees, marketing retainers, consultant invoices, etc.)
  • Recurring bills (e.g. rent, utilities, subscriptions, etc.)

Why is AP efficiency so important?

The way your business manages accounts payable can make or break its cash flow, vendor relationships and bottom line. In fact, 65% of SMBs report long processing times for financial transactions, which ties directly to cash flow problems and missed opportunities for growth.

Imagine a missed invoice leads to a late fee and a frustrated vendor who pauses your deliveries. Or maybe your finance team is scrambling to fix a double payment, wasting hours chasing down refunds. Meanwhile, slow approvals stall an important purchase, putting a critical project on hold. There are just a few ways inefficient AP processes can cost you time, money and trust.

Accounts payable vs. accounts receivable

While accounts payable tracks what your business owes, accounts receivable (AR) tracks what others owe you. AP is a liability, whereas AR is an asset. Both are important for understanding cash flow and maintaining financial stability.

Tracking both AP and AR is key to maintaining a healthy cash flow—see how cash flow statements tie it all together.

What is the accounts payable process? 

Accounts payable management involves outlining the journey from invoice to payment, offering a clear framework for how to pay an invoice efficiently and accurately.

Here’s how it typically flows:

  • Invoice receipt: Capture invoices via email, mail or automated systems.
  • Invoice review: Verify charges and ensure they match purchase orders.
  • Approval workflow: Route invoices to the right team members for swift approval.
  • Payment processing: Settle bills via EFT transfers, credit cards, or cheques.
  • Record-keeping: Log payments into your accounting system.
accounts payable workflow

When your AP process runs smoothly, payments are on time, vendors stay happy and your cash flow stays clear.

6 common challenges in traditional AP management

Traditional accounts payable processes can feel like a time sink—slowing operations, frustrating finance teams, and leaving room for costly mistakes. Without modern tools, businesses face a range of issues that can quickly snowball into bigger problems.

1. Manual workflows

First, there’s the chaos of manual workflows. Paper invoices, spreadsheets and email chains create confusion, waste time and make it easy for documents to slip through the cracks. Finance teams end up chasing receipts instead of focusing on strategic work.

2. Approval bottlenecks

Then come the approval bottlenecks. Payments stall when they’re stuck in endless sign-off loops. The longer the delay, the greater the risk of late fees—or worse, strained vendor relationships.

3. Frequent errors

On top of that, errors run rampant with manual processes. It’s easy to enter the wrong numbers, pay the same invoice twice or miss a payment altogether.

4. Poor visibility

There’s also the issue of poor visibility into spending. Without a centralized view, finance teams are left in the dark, scrambling to piece together where money is going and struggling to catch unwanted expenses in real time.

5. Decentralized tools

Compounding these problems is that many businesses still rely on disconnected tools to manage the AP process—55% of SMBs say financial tools that don’t integrate well with each other are a top inefficiency driver. Often, this looks like using one system for bill intake, another for approvals, an accounting platform to track unpaid bills and a separate bank portal to process payments. 

When integrations between tools break, it causes delays and wastes time on troubleshooting. Even if you’re processing high volumes of payments every month, this patchwork approach can waste time rather than save it.

6. Fraud

What’s worse, all of these challenges compound to increase your fraud risk. Loose controls and outdated systems can leave the door open for unauthorized payments or fake invoices to slip through unnoticed, costing your business money and damaging trust.

When these challenges pile up, they can have real-world consequences. But with a modern, automated accounts payable process, you can gain the visibility and control you need to make payments simpler. 

Confident SMBs are 2x as likely to
expect >10% profit growth

See how they’re doing it.

Benefits of automating accounts payable management

From speeding up payments to improving visibility, accounting automation helps your business move faster, smarter, and more securely.

Here’s how:

  1. Faster invoice processing
    Manual invoice processing is slow and clunky, often dragging payments out for days or even weeks. Automation can capture invoice data instantly and route approvals with a click. Payments that once took days can be completed in minutes, keeping your vendors happy and your operations running smoothly.
  2. Reduced errors and fraud risk
    Manual data entry is a breeding ground for costly mistakes: duplicate payments, missed invoices and misfiled records. Automated accounts payable systems use built-in validations to catch errors before they happen, reducing the risk of costly slip-ups. With proper controls and approval workflows in place, you’ll minimize the chance of fraudulent activity or unauthorized spending.
  3. Improved cash flow management
    With automation, you get real-time insights into every outgoing payment—what’s due, what’s paid and what’s pending. Clear visibility into your liabilities helps you forecast expenses, avoid late fees and take advantage of early payment discounts. 
  4. Increased visibility and control
    No more chasing down receipts or wondering where an invoice stands. Automation centralizes your AP data into one dashboard, giving you a complete, real-time view of every transaction. You can track approvals, spot spending patterns and enforce policies, all without digging through email threads or spreadsheets.

Modern accounts payable strategies 

Focus on these accounts payable strategies to reduce delays, eliminate errors, and gain better control over your AP processes.

1. Automate invoice processing

Manual data entry is a productivity killer that leads to errors and slows down your entire AP workflow. Automating invoice processing is one of the fastest ways to make your AP process more efficient and accurate.

Here’s how to do it right:

  • Digitize invoices with OCR technology. Optical character recognition (OCR) technology scans and converts paper invoices into digital records. This eliminates manual data entry, reduces errors, and speeds up processing—especially if you’re dealing with high volumes of invoices.
  • Automate invoice-to-PO matching. Set up rules to automatically match invoices to purchase orders (POs). With automated matching, any discrepancies like price differences or unexpected charges are flagged for review. This helps catch errors early and prevents overpayments.
  • Schedule recurring payments. For vendors with regular billing cycles, such as utilities or monthly service providers, automate recurring payments. This ensures that predictable bills are paid on time without the risk of missed deadlines or late fees.

2. Optimize approval workflows

Bottlenecks in the approval process slow down payments, frustrate vendors, and create unnecessary delays. Streamlining your approval workflows keeps payments moving and eliminates confusion.

Here’s how to do it:

  • Establish clear approval hierarchies. Define who needs to approve invoices based on payment amounts, vendor types, or departments. With clear guidelines, everyone knows their role, and invoices don’t get stuck waiting for the right sign-off.
  • Set spending limits for team members. Create thresholds for automatic approvals to reduce unnecessary reviews. For example, purchases under $250 can be pre-approved, while anything above requires manager review. This keeps small expenses moving without bottlenecks.
  • Route approvals digitally. Use an automated system to assign invoices to the right approvers, notify them instantly, and track every step of the process. Real-time updates and digital records eliminate back-and-forth emails and make it easy to follow the status of each invoice.

3. Transition to electronic payments

Paper cheques are slow, costly and prone to error. Switching to electronic payment methods speeds up your accounts payable process and reduces administrative headaches.

Here’s how to make the shift:

  • Prioritize virtual cards for all online payments. Virtual cards are single-use or limited-use payment numbers tied to your corporate account. They’re easy to track, help prevent fraud and are perfect for one-off payments or online purchases (especially software trials). Many vendors prefer virtual cards because they process instantly and don’t require banking details.
  • Use electronic transfers for domestic payments. For all other domestic transactions, EFT (Electronic Funds Transfer) payments are faster, more secure and often cheaper than traditional cheques in Canada. An EFT payment is ideal for recurring payments and bulk transfers, cutting out mailing delays and lowering processing costs.

💡 Pro tip: Understand the difference between ACH vs EFT. Automated clearing house payment (ACH) is a specific type of EFT used primarily for domestic payments within the US. Some more modern providers do offer cross-border ACH payments, but you’ll need to check with your bank. Or, try making international payments with Float.

New to digital payments? Start by learning how to make an EFT payment, from setting up vendors to scheduling transfers. 

Looking to pay invoices from Canada to other countries?

Check out our articles on how to pay invoices from the U.S., Mexico, Philippines, EU and India..

While this may seem overwhelming at first, modern tools have come a long way. Solutions (like Float) will allow you to implement all of these strategies in one place. 

Accounts Payable Metrics to Track

  • Days Payable Outstanding (DPO): measures the average time it takes to pay vendors
  • Invoice processing time: tracks the efficiency of the AP process from invoice receipt to payment
  • Early payment discount capture rate: shows the percentage of available discounts captured
  • Electronic invoice adoption rate: indicates the level of automation in the AP process
  • Vendor satisfaction score: assesses the strength of vendor relationships based on timely payments and communication

Tips for choosing the right accounts payable software

Accounts payable software should simplify your processes, not complicate them.

Here’s what to look for.

Start with automation. Capabilities like invoice capture and approval workflows will save your team time and reduce errors. Look for features like OCR technology to digitize invoices and automatic matching to purchase orders to streamline your process.

Next, prioritize integration. Your software should connect seamlessly with your accounting system, keeping your records accurate without extra manual work.

Visibility matters, too. Real-time dashboards and easy-to-read reports help you track spending, catch errors and make smarter financial decisions.

Don’t forget security. Built-in safeguards like multi-factor authentication and role-based permissions protect your payments from fraud and unauthorized access.

Last, choose software that grows with you. Look for a solution that can handle increasing transaction volumes, add users easily and adapt to your changing needs, all while offering responsive support.

diagram of accounts payable process using point solutions that do not integrate

Why Float fits the bill 

Float offers fast automation, real-time insights and secure, seamless integrations—everything you need to manage your accounts payable process without the headaches. With built-in tools like bill pay to automate invoice payments, you can process transactions faster and reduce manual work. Plus, it’s built to scale with your business, supporting your growth every step of the way.

Simplify business spending with Float’s smart AP & corporate cards

“Float’s Bill Pay has become our main AP solution for Canadian business expenses. They built a product that is better than anything else on the market in Canada.”

Thomas Kwon
Head of Finance & Operations

Accounts payable management doesn’t have to be complicated or costly. Float brings everything you need into one easy-to-use platform, helping you automate your AP workflows, track spending in real time, and process payments faster—all while keeping complete control over your finances.

With Float, you get a smarter way to manage every dollar your business spends. 

  • Issue corporate cards instantly
  • Automate bill payments from one place
  • Close your books up to 8x faster with seamless accounting integrations
  • Earn 4% interest on your Float balance
  • Get 1% cashback on card spend

Float is trusted by thousands of Canadian businesses to simplify their spending, from approvals to payments—all with no hidden fees and fast, friendly support when you need it. Whether you’re eliminating approval bottlenecks or gaining better control over your cash flow, Float helps your business spend smarter and scale faster.

Ready to take control of your business spending?

Get started with Float today and experience faster payments, fewer errors, and complete visibility.

Try Float for free

Business finance tools and software made

by Canadians, for Canadian Businesses.

Ultimate Guide for Bookkeeping Services in Canada

Are you drowning in receipts and invoices? Losing sleep over GST/HST deadlines? You’re not alone. Many Canadian small business owners find themselves in the same boat when managing their finances.

Why Bother with Professional Bookkeeping?

Let’s face it: you didn’t start your business to become an accountant. You’ve got bigger fish to fry. That’s where bookkeeping services come in handy.

The Perks of Outsourcing Your Books

  • More time to focus on what you do best
  • Accurate financial records
  • Insights to help your business grow
  • Reduced risk of costly errors
  • Stay compliant with CRA regulations

Finding the Right Fit: Bookkeeping Services for Canadian Small Businesses

Not all bookkeeping firms are created equal. Here’s what to look for:

  1. Experience with Canadian small businesses: They should understand your unique challenges and tax obligations
  2. Tech-savvy approach: Online bookkeeping services can save you time and money
  3. Clear communication: No jargon, just direct communication about your finances
  4. Scalable solutions: As your business grows, your bookkeeping needs will too
  5. Knowledge of Canadian tax laws: Including GST/HST, provincial taxes, and corporate tax regulations

Online Accounting and Bookkeeping Services: The Future is Now

Cloud accounting services are changing the game for Canadian small businesses. Here’s why:

  • Real-time access: Check your numbers anytime, anywhere
  • Collaboration made easy: Work seamlessly with your accountant
  • Automatic updates: Always have the latest features at your fingertips
  • Bank-level security: Keep your financial data safe and sound
  • Multi-currency support: Essential for businesses dealing with US or international clients

Note that while online bookeeping services could offer lower costs, they usually work best for simple business models. If your business has a unique revenue model, complex vendor relationships or P&L structure, it might be best to work with a human who can cater to your business needs.

What to Ask when Choosing a Bookkeeping Company?

  1. What services do you offer?
  2. How do you handle communication?
  3. What’s your experience with businesses in my industry?
  4. Can you provide references from other Canadian businesses?
  5. What software do they use and is it compatible with the CRA requirements?
  6. How do you stay updated with Canadian tax laws and regulations?
  7. Which accounting systems do you work with?

How Much Should You Spend on a Bookkeeper?

How much should you shell out for bookkeeping services in Canada? Well, it’s not a one-size-fits-all answer.

Bookkeeping costs can vary widely based on:

  • The size of your business
  • The complexity of your finances
  • The services you need
  • Whether you opt for in-house, freelance, or online bookkeeping services

Here’s a rough guide:

  • For small businesses, expect to pay anywhere from $300 to $2,000 per month.
  • Freelance bookkeepers might charge $30 to $90 per hour.
  • Online bookkeeping services often offer tiered pricing, starting from as low as $200 per month for basic services.

Remember, cheaper isn’t always better. A skilled bookkeeper can save you money in the long run by catching errors, maximizing tax deductions, and providing valuable financial insights.

Consider this: How much would it cost you to do it yourself? Factor in your time, potential mistakes, and the stress of dealing with the CRA. Suddenly, professional bookkeeping services start to look like a bargain!

Professional tip: Many Canadian bookkeepers offer a free consultation. Use this to discuss your needs and get a customized quote. It’s a great way to find a service that fits your budget and your business.

The Cost of Peace of Mind

Investing in bookkeeping and accounting services for Canadian small businesses might seem like a significant expense. But consider this: how much your time is worth, and what’s the cost of a major financial mistake or CRA penalty?

Online bookkeeping services in Canada often offer flexible pricing models to suit businesses of all sizes. From basic bookkeeping to full-service accounting, there’s an option for every budget.

Beyond the Books: How a Bookkeeper Can Boost Your Business

A good bookkeeper doesn’t help you reconcile your bank statements. They can be your financial advisor, offering insights to help your business thrive in the Canadian market.

  • Cash flow forecasting: Plan for the future with confidence
  • Budget creation and monitoring: Keep your spending in check
  • Financial reporting: Understand your business’s health at a glance
  • Tax planning: Minimize your tax bill
  • GST/HST management: Stay on top of your collections and remittances
  • Payroll services: Navigate the complexities of Canadian payroll taxes and deductions

FAQs: Your Burning Questions Answered

Q: How often should I update my books? A: Ideally, daily or weekly. But realistically, as long as you’re consistent, monthly updates can work too. Just ensure you’re prepared for quarterly GST/HST filings if applicable.

Q: Can online bookkeeping services handle Canadian payroll? A: Many do! It’s worth asking about when you’re shopping around. Make sure they’re familiar with CPP, EI, and provincial payroll tax requirements.

Q: I do business in multiple provinces. Can online bookkeeping services handle this? A: Many Canadian online bookkeeping services are equipped to handle inter-provincial business operations, including varying tax rates and regulations.

Q: How secure is cloud accounting for Canadian businesses? A: Reputable cloud accounting services use bank-level encryption to keep your data safe. Many also ensure your data is stored on Canadian servers to comply with privacy laws.

Q: What’s the difference between a bookkeeper and an accountant in Canada? A: Bookkeepers handle day-to-day transactions, while accountants focus on the bigger financial picture and complex tax matters. Many small businesses in Canada need both!

Q: Can a bookkeeper help me with my T2 corporate tax return? A: While bookkeepers can prepare the financial statements needed for your T2, it’s usually best to have a certified accountant review and file your corporate tax return.

Remember, good bookkeeping is the foundation of a healthy Canadian business. Whether you choose traditional bookkeeping services or opt for online accounting services for small business, the important thing is to get your finances sorted.

Don’t let the numbers hold you back. With the right bookkeeping support, you can focus on what really matters: growing your business and living your entrepreneurial dream in the Great White North.

While You Are Looking, Consider New Tools To Streamline Your Finances

While we’re on the topic of making your financial life easier, let’s talk about a game-changer in the world of business expenses: corporate credit cards.

Why Consider a Corporate Credit Card?

  • Simplify expense tracking
  • Improve cash flow management
  • Earn rewards on business spending
  • Enhance financial control and visibility

But not all corporate cards are created equal. That’s where Float comes in.

Learn more about Float

Get a 10-minute guided tour through our platform.

Float is Canada’s only all-in-one corporate cards, reimbursements, and bill pay platform that helps customers:

  • Earn cashback on all categories and save on FX
  • Generate 4% interest on funds held with Float
  • Eliminate expense reports and receipt chasing
  • Close the books 5x faster at the month-end

Want to learn how companies like Clutch, Neo, Knix, and 1,000s of other Canadian businesses on average save 7% of their monthly spend with Float? Get started with Float today by clicking the button below!

Want to learn more before singing up? Book a demo today to learn more about the product from our team!

Best Accounting Software for a Canadian Small Businesses

Running a Canadian small business? You need the right tools to stay sharp and in the know. Keeping tabs on your finances can be a real headache, especially if you’re a small business owner wearing all the hats. We’ve spent years putting accounting software through its paces, and we’re here to share the cream of the crop. We’ve ranked the best accounting apps for small businesses based on user-friendliness, features, and value for money.

Two standouts have earned our top spots:

  • QuickBooks Online shines for small to medium-sized operations.
  • FreshBooks is perfect for solo entrepreneurs and tiny teams.

Ready to find your perfect match? Let’s dive into the best accounting software for Canadian businesses, along with everything you need to know to make the right choice.

Top Picks for Canadian Small Businesses

Our Reviews of Each Solution

Quickbooks Online – website

QuickBooks Online has become a go-to accounting software for many Canadian businesses, and for good reason. This cloud-based solution offers a robust set of features tailored to meet the needs of small to medium-sized enterprises.

Key Features

  • Invoicing: Create professional invoices and easily track payments.
  • Expense Tracking: Capture receipts with your smartphone and categorize expenses automatically.
  • Bank Connections: Sync with your bank accounts for real-time financial updates.
  • Canadian Tax Support: Automatically calculate GST/HST and prepare returns.
  • Payroll Integration: Manage employees’ pay and taxes (additional fees may apply).
  • Reporting: Generate detailed financial reports to gauge your business health.
  • Multi-User Access: Collaborate with your team or accountant in real-time.
  • Mobile App: Manage your finances on-the-go with iOS and Android apps.

Who It’s Best For

QuickBooks Online is particularly well-suited for:

  • Small to medium-sized businesses
  • Service-based companies
  • Retailers with inventory needs
  • Businesses looking for scalable solutions

Its versatility and comprehensive feature set make it a solid choice for many Canadian businesses looking to streamline their accounting processes.

Xero – website

Xero is a powerful cloud accounting solution gaining traction among Canadian businesses. Known for its user-friendly interface and robust features, Xero offers a fresh alternative to traditional accounting software.

Key Features

  • Bank Reconciliation: Automatically import and categorize bank transactions.
  • Invoicing: Create and send professional invoices, with online payment options.
  • Expense Claims: Easily track and manage business expenses.
  • Inventory Management: Keep tabs on stock levels and costs.
  • Project Tracking: Monitor time and costs for client projects.
  • Payroll: Manage employee payments and taxes (through integration with Payroll.ca).
  • Multi-Currency: Handle transactions in over 160 currencies.
  • Financial Reporting: Generate customizable reports for better insights.
  • Mobile App: Access your accounts on-the-go with iOS and Android apps.

Who It’s Best For

Xero is particularly well-suited for:

  • Small to medium-sized businesses
  • Companies with inventory management needs
  • Businesses that work internationally
  • Teams that value collaboration and need multi-user access

Its clean interface and strong feature set make Xero an attractive option for businesses looking for a modern, scalable accounting solution.

Canadian-Specific Features

  • GST/HST tracking and reporting
  • Integration with Canadian banks
  • Compliance with Canadian accounting standards

While Xero is newer to the Canadian market compared to some competitors, it’s rapidly evolving to meet the specific needs of Canadian businesses. Its cloud-based nature means you’re always using the latest version, with updates and improvements rolling out regularly.

Freshbooks – website

FreshBooks is the only free accounting software that’s gained popularity among Canadian freelancers, small business owners, and service-based professionals. Known for its user-friendly interface and focus on simplicity, FreshBooks offers a refreshing approach to managing finances.

Key Features

  • Invoicing: Create professional, customizable invoices with automatic payment reminders.
  • Expense Tracking: Easily capture and categorize expenses, with receipt scanning via mobile app.
  • Time Tracking: Built-in timer for accurate billing of hourly work.
  • Project Management: Collaborate with team members and clients on projects.
  • Client Portal: Provide clients with a secure space to view and pay invoices.
  • Reporting: Generate insightful financial reports including profit & loss statements.
  • Double-Entry Accounting: Ensures accuracy and is suitable for accrual accounting.
  • Bank Reconciliation: Connect your bank accounts for automatic transaction imports.
  • Mobile App: Manage your business on-the-go with iOS and Android apps.

Who It’s Best For

FreshBooks is particularly well-suited for:

  • Freelancers and solopreneurs
  • Service-based small businesses
  • Agencies and consultancies
  • Businesses prioritizing ease of use over complex features

Its focus on simplicity and strong project management tools make FreshBooks a go-to choice for many service-based professionals.

Canadian-Specific Features

  • GST/HST tracking and reporting
  • Integration with Canadian payment gateways
  • Support for Canadian tax rates
  • Compatibility with Canadian banks for bank feeds

The software’s strength lies in its simplicity and focus on the needs of service-based businesses. While it may not offer the depth of features found in some other accounting solutions, its ease of use and time-saving capabilities make it a compelling choice for many Canadian entrepreneurs.

Wave – website

Wave is a cloud-based accounting solution that’s made waves in the Canadian market, particularly among small businesses, freelancers, and entrepreneurs. Its standout feature? It’s free for accounting, invoicing, and receipt scanning.

Key Features

  • Accounting: Double-entry bookkeeping system
  • Invoicing: Create and send professional invoices
  • Receipt Scanning: Capture and organize receipts via mobile app
  • Bank and Credit Card Connections
  • Financial Reporting
  • Multi-Currency Support
  • Customizable Sales Taxes
  • Collaborator Access: Add accountants or team members

Paid Add-ons:

  • Payments: Accept credit card and bank payments (pay-per-use)
  • Payroll: Full-service payroll for Canadian businesses (monthly fee)

Who It’s Best For

  • Freelancers and solo-preneurs
  • Small service-based businesses
  • Startups and new businesses on a tight budget
  • Businesses with simple accounting needs

Canadian-Specific Features

  • GST/HST tracking and reporting
  • Integration with Canadian banks
  • Support for multiple currencies, including CAD

Wave stands out in the Canadian market for its commitment to providing free, capable accounting software. It’s an excellent starting point for new businesses or those with straightforward financial needs. The software is continuously updated, ensuring users always have access to the latest features.

While it may lack some of the advanced features of paid software, Wave’s core functionality is robust enough for many small Canadian businesses. Its pay-per-use payment processing and affordable payroll services allow businesses to add features as they grow.

Sage 50 – website

Sage 50 (formerly known as Simply Accounting) is a comprehensive accounting solution tailored for small to medium-sized Canadian businesses. Known for its powerful features and deep functionality, Sage 50 is a go-to choice for businesses with complex accounting needs.

Key Features

  • General Ledger: Detailed tracking of all financial transactions.
  • Accounts Payable & Receivable: Manage bills and invoices efficiently.
  • Inventory Management: Track stock levels, costs, and sales.
  • Job Costing: Monitor expenses and profitability for specific projects.
  • Payroll: Built-in Canadian payroll system with tax calculations.
  • Multi-User Access: Collaborate with team members and accountants.
  • Bank Reconciliation: Easily match transactions with bank statements.
  • Fixed Asset Management: Track depreciation and asset values.
  • Business Intelligence: Generate in-depth financial reports and forecasts.
  • Customizable Dashboard: Get a quick overview of your financial status.

Who It’s Best For

Sage 50 is particularly well-suited for:

  • Established small to medium-sized businesses
  • Companies with complex inventory needs
  • Businesses requiring detailed job costing
  • Organizations needing strong audit trails
  • Those preferring a more traditional accounting software approach

Its powerful features make Sage 50 a solid choice for businesses that have outgrown simpler accounting solutions.

Canadian-Specific Features

  • Built-in Canadian payroll with up-to-date tax calculations
  • GST/HST tracking and reporting
  • Compliance with Canadian accounting standards
  • Canadian-specific financial statements and forms

As a long-standing player in the Canadian accounting software market, Sage 50 is deeply attuned to the needs of Canadian businesses. It offers a level of depth and customization that many growing businesses find essential.

While Sage 50 is primarily a desktop solution, it does offer cloud access through Sage 50cloud, allowing for some of the flexibility of cloud-based systems while maintaining the robust features of the desktop version.

Choosing the Right Software for Your Business

Consider these factors:

  • Your budget – pick the tool that you can afford first and foremost
  • Business size and growth plans – make sure to choose something that will scale with your business. Switching accounting systems after the fact can be very time consuming and costly
  • Needed features – research must-have features for your business needs (e.g., inventory, payroll).
  • Ease of use – find something that you will feel comfortable with yourself.
  • Give it a try – most of the tools offer free trials. Consider signing up on a trial and seeing if the software works for your needs.

Tips for Getting Started

If you still can’t decide on the right system, consider asking your bookkeeper for professional advice. Don’t have a bookkeeper? Consider our guide to learn how to find the best financial partner for your business.

If you don’t have anyone to ask for help, consider the following criteria:

  1. Take advantage of free trials
  2. Check for Canadian-specific features (like GST/HST tracking)
  3. Read user reviews from fellow Canadian business owners
  4. Ensure the software can grow with your business

Remember, the best accounting software for your Canadian business is the one you’ll actually use. Don’t get bogged down by fancy features you’ll never touch.

FAQ

Is there truly free accounting software for Canadian businesses?

Yes! Wave is a solid free option. Just be aware that some advanced features may come with a cost.

Do I need special accounting software if I’m a freelancer?

Not necessarily. Simple options like Wave or FreshBooks often suffice for freelancers and solo-preneurs.

Can I switch accounting software mid-year?

You can, but it’s best to do it at the start of a fiscal year to avoid complications.

How often should I update my books?

Aim for at least monthly updates, but weekly is even better for staying on top of your finances.

Finding the right accounting software can transform how you manage your Canadian business finances. Take the time to explore your options, and you’ll be on your way to smoother bookkeeping in no time.

Other Critical Accounting Tools – Spend Management Software

While accounting software forms the backbone of your financial management, there are other tools that can further streamline your business operations. One such crucial tool is spend management software.

Enter Float, a Canadian company offering innovative spend management solutions. Float’s platform is designed to work alongside your accounting software, providing real-time visibility and control over your business expenses.

Learn more about Float

Get a 10-minute guided tour through our platform.

Float is Canada’s only all-in-one corporate cards, reimbursements, and bill pay platform that helps customers:

  • Earn cashback on all categories and save on FX
  • Generate 4% interest on funds held with Float
  • Eliminate expense reports and receipt chasing
  • Close the books 5x faster at the month-end

Want to learn how companies like Clutch, Neo, Knix, and 1,000s of other Canadian businesses on average save 7% of their monthly spend with Float? Get started with Float today by clicking the button below!

Want to learn more before singing up? Book a demo today to learn more about the product from our team!

What is an Expense Reimbursement? Definition and Benefits

As a business owner or manager, you know that keeping track of employee expenses can be a time-consuming and tedious task. But did you know that having a clear expense reimbursement policy in place can actually benefit your company in numerous ways? In this article, we’ll dive into the definition of expense reimbursement, explore the advantages it offers businesses, and provide tips for streamlining the process.

Expense reimbursement is a critical aspect of managing your company’s finances and expense management as a whole. It also ensures that your employees are not burdened with out-of-pocket costs incurred while performing their job duties. By understanding the ins and outs of expense reimbursement, you can create a system that works for your business and your team, ultimately saving time and money in the long run.

What is expense reimbursement?

Expense reimbursement is the process of paying back employees for out-of-pocket expenses incurred while performing their job duties. Common reimbursable expenses include travel, meals, lodging, and supplies. It’s important to note that reimbursements are separate from regular wages and are not considered taxable income.

Why is expense reimbursement important for businesses?

Encouraging employees to make necessary purchases without worrying about personal financial burden is a key benefit of expense reimbursement. This allows companies to maintain control over spending while empowering employees to make timely decisions. Expense reimbursement also provides transparency and accountability in business spending, streamlining purchasing processes and speeding up the supply chain.

Make expense reporting easy

Grab your free Google Sheets expense report template.

What are some examples of reimbursable expenses?

  • Travel costs: Airfare, lodging, transportation, and meals incurred during business trips are typically reimbursable.
  • Supplies and tools: Expenses for items like computers or stationery necessary for job performance can be reimbursed.
  • Client entertainment: Costs associated with entertaining clients, such as meals or event tickets, may be reimbursable.
  • Professional development: Expenses related to attending conferences or training to improve job skills are often eligible for reimbursement.
  • Mileage reimbursement: Employees using personal vehicles for business purposes can be reimbursed for mileage at a set rate.
  • Remote work expenses: Costs associated with working from home, such as internet, cell phone, and home office setup, may be reimbursable.

It’s also important to understand reimbursable expenses under the Canadian CRA requirements. Generally, expenses must be reasonable and directly related to earning business income to qualify for reimbursement.

How can companies streamline the reimbursement process?

Implementing clear expense policies that outline what is reimbursable and set spending limits is crucial for streamlining the reimbursement process. Using automated employee expense reimbursement software can help track and manage expenses more efficiently. Requiring timely submission of expense reports and receipts, setting up direct deposit for quick, paperless reimbursements, and regularly reviewing and updating expense policies are also key steps in optimizing the process.

What are the benefits of automating expense reimbursements?

Automating expense reimbursements can save significant time by eliminating manual data entry and paperwork. Automated systems can reduce errors and fraud by enforcing company policies and providing real-time visibility into spending trends. Integrating with accounting systems allows for seamless reporting and reconciliation, while improving employee satisfaction with a faster, more convenient reimbursement process.

Looking to automate your reimbursement processes with a modern software but struggling to decide with so many options out there? Review our guide on How to Choose the Right Reimbursement Solution in 2024.

How can automated solutions simplify employee reimbursements?

  • Mobile app submission: Allows employees to easily submit expenses on-the-go via a user-friendly mobile app.
  • Automatic policy enforcement: Automatically enforces company spending policies and flags out-of-policy expenses for review.
  • Streamlined approval and reimbursement: Routes reports for approval and reimburses employees via direct deposit, eliminating manual steps.
  • Detailed analytics: Provides detailed spending analytics to optimize budgets and catch potential fraud early.
  • Accounting integration: Syncs expense data with accounting systems to save time on month-end close and ensure accurate financial reporting.

Best Expense Reimbursement Solution for Canadian Businesses — Float

If you’re looking to streamline your company’s expense reimbursement process, Float can help. Float’s automated solution simplifies employee reimbursements, saves time, and provides real-time visibility into spending trends. Learn more about Float’s Reimbursements and Mileage Tracking products.

While free expense report solutions can significantly improve your financial processes, they may lack advanced features like AI-powered automation and direct payout capabilities. That’s where we come in. Get started for free with Float’s powerful expense management platform designed specifically for Canadian businesses.

Frequently Asked Questions

Yes, reputable solutions prioritize data security and comply with industry standards like SSL encryption and regular backups.

Submitting expense reports past the deadline may result in delayed reimbursement or rejection of the claim. Aim to submit reports promptly to avoid issues. Read more about expense report best practices.

Your company’s expense policy should clearly outline what types of expenses are eligible for reimbursement. When in doubt, ask your manager or HR department for clarification.

Float is Free to use on our Essentials plan, where you will be able to issue unlimited virtual CAD/USD cards, earn 4% interest on deposits, reimburse employees and pay vendor bills. If you need more sophisticated functionality, like over 20 physical cards, Netsuite integration, or an API solution, you will have to consider our paid Professional and Enterprise plans.

Float offers Charge Card and Prepaid funding models. You can apply (*Conditions apply. Book a demo to learn more) for unsecured, 30-day credit terms with high limits up to $1M, no credit checks and personal guarantees. Prepaid model offers 4% interest on all deposits with no cash lockups with account opening in < 24 hours.

Unlike traditional cards that get you to spend more, Float is the only corporate card in the world that helps businesses spend less. Through a combination of financial rewards like our 1% cashback, 4% interest on deposits, no FX fees with our USD cards and time savings of at least 8 hours per employee Float’s customers on average save 7% on their spend.

Unlocking Benefits: How to Get a Virtual Credit Card for Your Canadian Business

As a Canadian business owner, you understand the importance of streamlining your financial processes and ensuring the security of your transactions. One powerful tool that can help you achieve these goals is a virtual credit card.

By obtaining a virtual credit card for your business, you can enjoy enhanced security, simplified expense tracking, and greater control over your company’s finances. In this article, we’ll guide you through the process of getting a virtual credit card for your Canadian business, highlighting the key steps and considerations along the way.

Instantly Issue Virtual Cards with Float

Canada’s only modern USD and CAD Visa and Mastercard virtual cards solution for businesses — plus cashback and average savings of 7%.

virtual cards

What is a Virtual Credit Card?

Virtual credit cards are digital versions of traditional credit cards designed for secure online transactions. They provide unique card numbers for each transaction, reducing the risk of fraud and simplifying expense management for businesses. For a more detailed overview, checkout our deep dive into — What are Business Virtual Cards?

Why Your Canadian Business Needs a Virtual Credit Card

Virtual credit cards offer enhanced security, streamlined expense tracking, and greater control over business finances. They are an ideal type of corporate credit card used for managing online subscriptions, vendor payments, and employee expenses, making them a valuable tool for Canadian businesses.

How to Get a Virtual Credit Card for Your Canadian Business

Getting a virtual credit card for your Canadian business involves several steps, from researching providers to integrating the card with your existing systems. It’s essential to consider factors such as eligibility requirements, fees, and features when choosing a provider that best suits your business needs.

Step 1: Research Virtual Credit Card Providers

Start by identifying reputable virtual credit card providers in Canada that specialize in business solutions. Compare the features, fees, and benefits offered by different providers to find the one that aligns with your company’s requirements.

Step 2: Understand Eligibility Requirements

Before applying for a virtual credit card, review the eligibility criteria set by the providers you’re considering. Ensure that your business meets the necessary financial and operational standards to qualify for a virtual credit card.

Step 3: Prepare Necessary Documentation

To apply for a virtual credit card, you’ll need to gather required documents such as business registration, financial statements, and identification. Having accurate and up-to-date documentation ready will streamline the application process.

Step 4: Submit Your Application

Once you have chosen a provider and prepared the necessary documentation, complete the online application process through the provider’s website. Pay attention to the information you provide to ensure a smooth application process.

Step 5: Set Up Your Virtual Credit Card

After your application is approved, follow the provider’s instructions to set up your virtual credit card. Configure settings such as spending limits and authorized users to ensure the card aligns with your business’s financial policies.

Step 6: Integrate with Your Business Systems

To maximize the benefits of your virtual credit card, connect it with your accounting and expense management software. Seamless integration will simplify tracking and reporting, saving you time and effort in managing your business finances.

Step 7: Train Employees on Usage

Finally, educate your team on how to use virtual credit cards for business expenses. Ensure that they understand and follow company policies and procedures when making purchases with the virtual credit card.

Issue Unlimited Virtual Cards With Float for Free

Canada’s only modern USD and CAD Visa and Mastercard virtual cards solution for businesses — plus cashback and average savings of 7%.

virtual cards

Tips on Maximizing the Benefits of Virtual Credit Cards

As you embark on your journey with a virtual credit card for your Canadian business, it’s crucial to make the most of its features and benefits. By implementing best practices and staying proactive, you can optimize your business’s financial management and ensure a seamless experience for your team.

1. Monitor Spending Regularly

Regularly reviewing transactions is essential to maintain compliance and identify any discrepancies early on. Set aside dedicated time to analyze your virtual credit card statements and address any issues promptly.

2. Leverage Automated Expense Reporting

Take advantage of automated tools offered by your virtual credit card provider to streamline expense tracking and reporting. These tools can save you valuable time and reduce the risk of manual errors.

3. Set Clear Policies and Guidelines

To ensure the smooth adoption of virtual credit cards within your organization, establish clear guidelines for employees on their use. Communicate expectations, spending limits, and approved categories to minimize misuse and maintain control over expenses.

4. Evaluate Provider Features Periodically

As your business grows and evolves, it’s important to periodically review and assess the features and benefits offered by your virtual credit card provider. Stay informed about new offerings and consider switching providers if better options become available.

Frequently Asked Questions

To get a business virtual credit card in Canada, research providers, understand eligibility requirements, prepare necessary documentation, submit your application, set up the card, integrate with business systems, and train employees on usage.

Fees can vary by provider, so it’s important to compare features and costs. Float is a completely free virtual card solution for Canadian businesses that you should consider.

Virtual cards are the same as a traditional physical card with the exception that the card number for these cards is presented digitally. You can create and cancel virtual cards for any purchase and set custom limits on a per-card level to avoid overcharges from the vendors. Float’s virtual cards are excellent for recurring subscription expenses, digital ads spend, and one-off small employee purchases as they can be added into Apple or Android Wallet and deleted once the purchase is complete. Float’s Essentials plan offers unlimited virtual cards and <10 minutes account application time.

Signing up for Float takes less than 10 minutes and can be done fully online. Float does not require any personal guarantees and does not perform credit checks to open your account. Ready to get started on our Free Essentials plan? Sing-up today.

Float is Free to use on our Essentials plan, where you will be able to issue unlimited virtual CAD/USD cards, earn 4% interest on deposits, reimburse employees and pay vendor bills. If you need more sophisticated functionality, like over 20 physical cards, Netsuite integration, or an API solution, you will have to consider our paid Professional and Enterprise plans.

Float offers Charge Card and Prepaid funding models. You can apply (*Conditions apply. Book a demo to learn more) for unsecured, 30-day credit terms with high limits up to $1M, no credit checks and personal guarantees. Prepaid model offers 4% interest on all deposits with no cash lockups with account opening in < 24 hours.

Unlike traditional cards that get you to spend more, Float is the only corporate card in the world that helps businesses spend less. Through a combination of financial rewards like our 1% cashback, 4% interest on deposits, no FX fees with our USD cards and time savings of at least 8 hours per employee Float’s customers on average save 7% on their spend.

Best Way to Get a Business Virtual Credit Card in Canada

As you explore the world of virtual credit cards for your Canadian business in 2024, consider providers that offer comprehensive solutions tailored to your needs. Look for features like automated expense management, seamless accounting integration, and enhanced security to ensure an efficient and secure way to manage your business expenses. By choosing the right provider and implementing best practices, you can unlock the full potential of virtual credit cards and take your business’s financial management to the next level.

“Float’s virtual cards continue to give our team the flexibility and autonomy they need and deserve.”

Andy O’Reilly
Senior Manager of Finance & Technology

As you embark on your journey to streamline your business expenses with a virtual credit card, remember that choosing the right provider is key. We invite you to explore our comprehensive solution designed specifically for Canadian businesses like yours. Get started for free today and experience the benefits of enhanced security, automated expense management, and seamless integration with your existing systems.

How to Efficiently Pay Invoices as a Canadian Business

As a Canadian business owner, paying invoices efficiently is essential to maintaining a healthy cash flow and fostering strong relationships with your suppliers. By streamlining your invoice payment process, you can save time, reduce errors, and ensure compliance with Canadian tax regulations.

In this guide, we’ll walk you through the steps to efficiently pay invoices, from verifying invoice details to optimizing your payment processes. We’ll also provide tips on leveraging technology and maintaining good supplier relationships to help your business thrive.

Pay Vendor Invoices with Float

Canada’s best-in-class EFT, ACH, and Global Wires payments platform for CAD and USD — plus average savings of 7%.

What is Invoice Payment?

Invoice payment for Canadian businesses involves the process of settling outstanding bills from suppliers or service providers. This typically includes verifying the invoice details, ensuring compliance with GST/HST regulations, and choosing the appropriate payment method.

How to Efficiently Pay Invoices as a Canadian Business

Efficient invoice payment is crucial for maintaining good supplier relationships and cash flow. Here are the steps to follow:

Step 1: Verify Invoice Details

  • Accuracy is key: Cross-check the invoice for accuracy, including the amount, due date, and supplier details. Ensure that the invoice includes the correct GST/HST information. Verifying these details is crucial to avoid disputes and ensure tax compliance.

Step 2: Choose the Right Payment Method

  • Select the best option: Evaluate the best payment method for your business needs, such as bank transfer, credit card, or online payment platforms. Consider factors like cross-border payments, currency conversion, payment fees and the efficiency of using a best accounts payable platform.

Step 3: Schedule Payments

  • Timely payments matter: Set up payment schedules to avoid late fees and take advantage of early payment discounts. Utilize automated reminders and scheduling tools to ensure payments are made on time.

Step 4: Record and Reconcile Payments

  • Maintain accurate records: Keep accurate records of all invoice payments for accounting and tax purposes. Reconcile payments with bank statements to ensure accuracy. Utilizing automated invoice payment systems can help streamline record-keeping.

Step 5: Review and Optimize Processes

  • Continuously improve: Regularly review your invoice payment process to identify areas for improvement. Implement feedback from suppliers and internal teams to enhance efficiency.

Tips on Efficient Invoice Payment for Canadian Businesses

1. Utilize Technology

  • Leverage tools: Bill pay and reimbursements tools can automate and streamline the invoice payment process, saving you time and reducing errors.

2. Maintain Good Relationships

  • Foster strong partnerships: Ensure timely and accurate payments to build trust and maintain positive relationships with your suppliers.

3. Stay Compliant

  • Adhere to tax laws: Ensure compliance with Canadian tax laws, including GST/HST, to avoid penalties and maintain good standing with tax authorities.

Frequently Asked Questions

The key steps to paying an invoice as a Canadian business include verifying invoice details, choosing the right payment method, scheduling payments, recording and reconciling payments, and reviewing processes for continuous improvement.

The best methods for paying invoices in Canada include bank transfers, credit cards, online payment platforms, and automated invoice payment systems. Choose the method that best suits your business needs and helps streamline your payment processes.

To ensure compliance with GST/HST when paying invoices, verify that the invoice includes correct GST/HST information and maintain accurate records for tax purposes. Staying compliant with Canadian tax laws is essential to avoid penalties and maintain good standing with tax authorities.

Most banks do not impose limits on the amount of money you can send via EFT. However, some banks may have daily or monthly transfer limits for security reasons. Check with your bank for specific limits.

Float is an all-in-one platform for Invoice payments that includes EFT, ACH, and Global Wire payment capabilities. Float is Free to use on our Essentials plan, where you will be able to issue unlimited virtual CAD/USD cards, earn 4% interest on deposits, reimburse employees and pay vendor bills.

Unlike traditional cards that get you to spend more, Float is the only corporate card in the world that helps businesses spend less. Through a combination of financial rewards like our 1% cashback, 4% interest on deposits, no FX fees with our USD cards and time savings of at least 8 hours per employee Float’s customers on average save 7% on their spend.

Role of Accounting Automation in Paying Vendor Invoices

Automation in accounts payable (AP) is revolutionizing how Canadian businesses handle financial processes. By automating tasks like invoice matching, data entry, and approval workflows, companies can reduce errors, save time, and improve efficiency. AP automation ensures compliance with Canadian tax regulations such as GST/HST, automatically calculating and reporting taxes accurately.

Additionally, accounting automation enhances cash flow visibility and strengthens vendor relationships by enabling timely payments. It reduces the risk of duplicate payments and fraud, while also supporting eco-friendly initiatives through reduced paper usage. For Canadian businesses, AP automation is key to boosting productivity and maintaining competitiveness.

How to Choose the Right Software to Manage Invoice Payments?

Choosing the right software to manage invoice payments is key to improving efficiency, reducing errors, and maintaining better control over cash flow. Our 2025 Best Accounts Payable Software review takes an in-depth look at the top solutions available in Canada, comparing key platforms based on:

  • Automation & Efficiency – AI-driven invoice capture, GL coding and approval workflows to reduce manual work.
  • Payment Capabilities – Support for EFT, ACH, credit card payments and international wire transfers.
  • Integration & Usability – Seamless connections with accounting software and user-friendly interfaces.
  • Pricing & Value – Transparent pricing, cost-saving features, and additional benefits like Float’s 4% interest on held funds.

It also includes a handy comparison chart of the top providers to help you easily compare costs, features and more.

How to Pay International Invoices as a Canadian Business?

Are you looking to pay international invoices out of your Canadian entity? We’ve got you covered with our dedicated step-by-step walkthrough of making payments across the globe.

Also, check out our resource on ACH vs. EFT for a better understanding on the two payment methods and what might be right for your business.

Streamline Your Invoice Payments with Cutting-Edge Solutions like Float

By using a comprehensive bill pay service, you can enjoy a centralized platform for managing all your invoice payments, regardless of the payment method or currency. This streamlined approach saves you time, reduces the risk of errors, and provides greater visibility into your financial transactions.

If you’re looking for a comprehensive solution to streamline your invoice payment process, we invite you to explore Float’s Bill Pay service. With features like AI-powered Bill Intake, embedded EFT/ACH and Global Wires, and 4% interest on funds, Float’s platform is designed to simplify the way you manage and make invoice payments in Canada.

Step-by-Step Guide to ACH Payments for Canadian Companies

Are you looking to streamline your business’s payment processes and reduce transaction costs? ACH payments offer a secure, efficient, and cost-effective solution for Canadian businesses. In this step-by-step guide, we’ll walk you through the process of setting up and making ACH payments, helping you optimize your financial operations.

By understanding the benefits of ACH payments and following our detailed instructions, you can take advantage of this powerful payment method and improve your business’s financial efficiency. Let’s dive in and explore how ACH payments can transform the way you manage your transactions.

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What is an ACH Payment in Canada?

ACH (Automated Clearing House) payment is an electronic funds transfer system that processes payments between banks. It is commonly used for direct deposits, bill payments, and other types of financial transactions. ACH payments are processed in batches and can be more cost-effective than wire transfers.

Why Use ACH Payments for Your Business?

ACH payments provide a secure, efficient, and cost-effective way for businesses to manage transactions. They offer lower processing fees compared to credit card payments and enable businesses to streamline their accounts payable processes. Additionally, ACH payments are ideal for recurring payments, reducing the need for manual intervention. But not every financial service provider offers ACH (learn more about ACH vs EFT in this article.)

How to Make an ACH Payment as a Canadian Business

Step 1: Set Up Your ACH Account

  • Contact your bank to set up an ACH account, ensuring it supports ACH transfers.
  • Provide necessary business documentation and verify your identity.
  • Your bank will guide you through the setup process and provide the required forms.

Step 2: Gather Required Information

  • Obtain the recipient’s banking details, including their bank account number and routing number.
  • Ensure you have the recipient’s full name and address as it appears on their bank account.
  • Collect any additional information required by your bank, such as the recipient’s SWIFT code for international transfers.

Step 3: Initiate the ACH Payment

  • Log into your bank’s online portal or use their ACH payment service.
  • Enter the recipient’s banking details, the payment amount, and the payment date.
  • Review the information for accuracy and submit the payment request.
  • Confirm the payment through your bank’s security verification process.

Step 4: Monitor the Payment Status

  • Track the status of your ACH payment through your bank’s online portal.
  • ACH payments typically take 1-3 business days to process, but this can vary based on your bank and the recipient’s bank.
  • Ensure that the payment has been successfully completed and received by the recipient.

Step 5: Record the Transaction

  • Keep a record of the ACH payment for your financial records.
  • Update your accounting software or accounts payable platform with the transaction details.
  • Monitor your bank statements to verify the payment has cleared.

Tips on Ensuring Successful ACH Payments

1. Verify Recipient Information

  • Double-check recipient details: Carefully review all recipient information before initiating the ACH payment to avoid errors and delays in processing.

2. Schedule Payments in Advance

  • Plan ahead: To ensure your ACH payments are processed on the desired date, schedule them in advance, taking into account the processing time required by your bank.

3. Use Secure Banking Platforms

  • Prioritize security: Always use secure online banking platforms to protect your financial information and ensure the safety of your transactions.

Frequently Asked Questions

The steps include setting up an ACH account, gathering recipient information, initiating the payment, monitoring the payment status, and recording the transaction.




Yes, Canadian businesses must comply with regulations set by Payments Canada, including obtaining proper authorization from the recipient.

If you are looking for a modern solution for ACH payments in Canada, look no further than Float. Otherwise, many major banks in Canada offer ACH payment services, including RBC, TD, and Scotiabank, among others, however, additional fees may apply.

Float is Free to use on our Essentials plan, where you will be able to issue unlimited virtual CAD/USD cards, earn 4% interest on deposits, reimburse employees and pay vendor bills. If you need more sophisticated functionality, like over 20 physical cards, Netsuite integration, or an API solution, you will have to consider our paid Professional and Enterprise plans.

Unlike traditional cards that get you to spend more, Float is the only corporate card in the world that helps businesses spend less. Through a combination of financial rewards like our 1% cashback, 4% interest on deposits, no FX fees with our USD cards and time savings of at least 8 hours per employee Float’s customers on average save 7% on their spend.

Best way to manage ACH payments is with Float

Using our bill pay solutions and accounts payable platform, Canadian businesses can streamline their ACH payment processes, reduce errors, and ensure timely payments. Our platform offers seamless integration with your existing financial systems, making it easier to manage accounts payable and stay on top of your business finances.

By following this step-by-step guide, you can confidently navigate the world of ACH payments and unlock the benefits they offer for your Canadian business. As you embark on this journey, remember that we’re here to support you every step of the way. Get started for free with our user-friendly platform and let us help you streamline your payment processes, saving you time and money.

Understanding Credit Cards, Charge Cards and Secured Cards

When it comes to managing your business expenses, choosing the right type of card can make a significant difference in your financial strategy. Understanding the key differences between corporate credit cards, charge cards, and secured cards is essential for making an informed decision that aligns with your company’s needs and goals.

In this article, we’ll dive into the unique features, benefits, and drawbacks of each card type, helping you determine which option is the best fit for your business. By the end, you’ll have a clear understanding of how these cards work and how they can impact your company’s financial health.

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What are credit cards?

Credit cards extend a line of credit up to a preset limit, allowing you to make purchases and carry a balance from month to month. Interest charges apply to any outstanding balance not paid in full by the due date. Minimum payments are calculated as a percentage of the total balance, making it easier to manage cash flow.

There is a wide range of credit card options available, catering to various credit scores and offering rewards such as cash back, points, or discounts. Responsible use of a credit card can help build your business’s credit history and improve its credit scores over time.

How do charge cards work?

Charge cards require full payment of the balance at the end of each billing cycle, typically on a monthly basis. Unlike credit cards, charge cards usually don’t have a preset spending limit, providing more flexibility for business expenses. However, failing to pay off the balance in full can result in substantial fees and penalties.

Approval for a charge card generally requires good to excellent credit. These cards often come with high annual fees but offer premium rewards and perks in return. Differences between charge cards and credit cards include payment terms and the impact on credit utilization.

What are secured credit cards?

Secured credit cards require a security deposit that serves as collateral and usually determines the credit limit. These cards are designed for businesses looking to build or rebuild their credit. Charge card issuers often conduct automatic reviews to potentially upgrade users to an unsecured card based on their payment history.

The security deposit is refundable if you upgrade to an unsecured card or close the account in good standing. Secured cards typically have lower credit limits compared to unsecured cards. All account activity is reported to credit bureaus, making responsible use crucial for improving your business’s credit profile.

Comparing credit cards, charge cards, and secured cards

Credit cards are the most common and accessible option, with a variety of choices for different credit profiles. Charge cards are less widely available and target businesses with excellent credit. Secured cards are a good choice for companies with limited or poor credit history.

When selecting a card, consider factors such as fees, rewards, credit card comparison, and your business’s spending habits. The impact a card has on your credit score can vary based on its terms and how you use it.

Best business credit cards

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Canadian companies.

How to choose the right card for your needs

To choose the right card for your business, start by assessing your credit score and history to determine which types of cards you may qualify for. Evaluate your spending habits and financial goals to find a card with features and benefits that suit your needs.

Compare fees, interest rates, rewards programs and other perks across different card offers. Consider whether you can responsibly manage payments and avoid carrying a balance. Carefully read the card’s terms and conditions, and select a product that aligns with your business’s needs and financial situation. You may also want to consider how these cards fit into a larger corporate card program, to centralize your business spending and standardize reimbursements.

Why Coinberry switched from AMEX

“When we were using AMEX, it was incredibly time-consuming to fund our cards. It often put our ad campaigns on pause & we’d lose users every day.”

Jerry Lin
VP Finance

Float’s Charge Card — Best Solution for Canadian Businesses Looking to Grow

Float’s Charge Card offers a tailored solution for Canadian businesses seeking to streamline their expense management and boost their financial performance. With flexible spending limits, powerful budgeting tools, and seamless integration with your existing accounting software, Float’s Charge Card empowers you to take control of your company’s finances and fuel its growth.

If you’re ready to take your business to the next level with a smarter, more efficient expense management solution, we’re here to help. Join the countless Canadian companies who have already discovered the power of our innovative platform and get started for free today. Let us show you how easy it can be to optimize your finances and fuel your company’s growth.