The Key Differences of Integrated and Embedded Payments

Finance teams looking to modernize AP face a critical decision: choose integrated or embedded payments. While the terms are often used interchangeably, they deliver very different workflow experiences – affecting everything from automation depth to the usability of enterprise resource planning (ERP) systems and vendor relationships.

This guide breaks down both models and explains how the right choice can reduce manual work, improve ERP efficiency, and support scalable growth.

Key takeaways

• Integrated payments combine multiple payment methods into one automated workflow.
• Embedded payments bring that same functionality directly into ERP systems for a native experience.
• Each model offers advantages depending on ERP compatibility, workflow preferences, and technical resources.
• MineralTree’s embedded payments simplify vendor disbursements while keeping teams inside their existing ERP.

What are integrated payments? 

Integrated payments bring multiple payment types, like ACH, virtual cards, and checks, together into one consolidated workflow. Rather than using separate systems for each payment rail, finance teams can manage all vendor disbursements in one place. 

Many solutions also automate routine b2b payment tasks like scheduling and reconciliation, adding to efficiency gains.

Benefits include:

• Centralized payment management
• Simplified approval workflows
• More consistent processes across payment types
• Fewer errors tied to manual entry
• Better fraud controls
• Greater efficiency and cost savings

What are embedded payments? 

Embedded payments take integration one step further by placing payment functionality directly inside the ERP or accounting system itself. Users can approve, schedule, and execute payments without ever leaving their core finance software.

Benefits include:

• End-to-end workflows inside the ERP
• Fewer manual touchpoints
• Reduced context switching
• Real-time visibility
• Stronger audit trails

This model supports seamless continuity between AP automation and ERP management, aligning payments with the platforms teams already use. 

Integrated vs. embedded payments: Key differences

While both models automate vendor payments, their user experiences and implementation methods differ. The following sections highlight where those distinctions matter most for finance teams.

Let’s take a closer look at each of the key differences:

Workflow experience

• Integrated: Users typically handle payables through a separate portal or dashboard connected to their ERP. While this allows for centralized oversight, it still requires switching contexts to complete transactions.
• Embedded: All activity is in one place. Invoices, approvals, and payments happen within the ERP, enabling smoother collaboration and faster cycle times. 

System access & context switching

• Integrated: Reduce the need to log in to multiple bank portals, but payments are often managed through a separate connected platform outside the ERP. That small layer of separation can still require users to switch contexts when approving or reconciling transactions.
• Embedded: Eliminates payment complexity. Because all actions occur in the ERP environment, teams operate within a single, secure system. Reducing those transitions keeps approval chains consistent and ensures payment data remains up to date without extra synchronization.

Implementation complexity

• Integrated: Setup can require custom connections between systems, APIs, or file-based transfers to sync data. For many businesses, this means added IT involvement or longer deployment timelines.
• Embedded: Simplifies setup by using prebuilt integrations already supported by the ERP provider. Once activated, these connections enable payment execution and reconciliation within the same interface, shortening implementation and minimizing technical overhead.

Did you know? MineralTree’s embedded vendor payments for Sage Intacct use prebuilt connections that simplify setup and speed up deployment.

Vendor & payment method support

Both integrated and embedded models typically support ACH, checks, and virtual cards. The main difference lies in where that functionality lives. 

• Integrated: Manages a broad range of payment types across connected systems. Businesses handling specialized methods like international wires or RTP may prefer the flexibility of an integrated platform.
• Embedded: Relies on the ERP’s native capabilities. Offers a simple, efficient option when the ERP supports core payment rails out of the box.

Visibility & control

• Integrated: Provides consolidated dashboards that display payment data from multiple sources, though reconciliation may lag if updates rely on periodic syncs.
• Embedded: Offers real-time visibility, enhancing audit readiness and financial oversight. Because every step happens within the ERP, teams can see payment status instantly, verify approvals, and track disbursements as they occur.

Did you know? MineralTree’s embedded payments model delivers real-time visibility within the ERP, helping finance teams monitor payment status and strengthen audit trails.

Embedded payments in action: MineralTree + Sage Intacct

A practical example of embedded payments in action is the Sage Intacct embedded vendor payments solution, developed in partnership with MineralTree and Global Payments. Through this integration, Sage users can capture invoices, approve disbursements, and execute payments directly within their ERP environment.

This embedded approach creates a unified AP experience that connects invoice management and payment execution in one workflow. Organizations using embedded payments in Sage Intacct benefit from faster approvals, improved vendor relationships, and greater control over cash flow.

How to choose the right model for your organization

Every organization’s ERP environment, vendor base, and payment volume differ. These considerations can help finance leaders decide whether integrated or embedded payments make the most sense.

1. ERP compatibility & system readiness

Determine whether your ERP natively supports embedded payments or requires additional integration. Modern systems like Sage Intacct and NetSuite often include preconfigured pathways, while older or customized platforms may need third-party connections.

2. User workflow preferences

Some finance teams prefer working entirely within their ERP for continuity. Others value the flexibility of an external dashboard that consolidates data across multiple subsidiaries or regions. Understanding where your team is most productive helps define which model aligns best with daily operations.

3. Deployment speed and technical complexity

Embedded solutions usually deploy faster because they rely on existing ERP integrations. Integrated platforms may take longer to implement due to configuration requirements, especially if multiple payment rails or banking partners are involved.

4. Payment complexity and vendor needs

Organizations supporting multiple currencies, partial payments, or a wide vendor mix may benefit from the flexibility of an integrated approach. For those with straightforward domestic payments, embedded options deliver simplicity and speed. 

Some businesses even adopt hybrid approaches, using embedded payments for routine disbursements and integrated tools for specialized or international transactions.

5. ROI & efficiency factors

The return on investment (ROI) of payments solutions depend on the balance between efficiency gains and operating costs. Embedded models often reduce training time and manual effort, while integrated solutions can provide broader control across payment types. 

Evaluating total value, time savings, rebate opportunities, and reduced error rates will clarify which model drives the most substantial financial impact.

Streamline vendor payments with MineralTree’s embedded solutions

MineralTree’s embedded payments technology lets finance teams manage payables directly inside their ERPs. The system centralizes how invoices are approved and payments are completed, creating a more cohesive AP experience.

With fewer manual steps and less dependence on outside tools, organizations can accelerate payment cycles while maintaining control and improving vendor relationships.

Explore MineralTree’s Embedded Vendor Payments Solution to see how you can transform vendor payments directly within your ERP.

Integrated vs. embedded payments FAQs

What distinguishes integrated payments from embedded payments?

Integrated payments combine multiple payment types in one system. Embedded payments bring those same capabilities directly into the ERP for a native, end-to-end experience.

Can embedded workflows exist within integrated platforms?

Yes. Many automation solutions support hybrid approaches that embed payments inside ERPs while maintaining integration with external reporting tools.

Are payment rails like virtual cards supported in both models?

Most integrated and embedded setups support ACH, checks, and virtual cards. The primary difference lies in the location of these functions, either within the ERP or through a connected platform.

Which option offers stronger audit controls and fraud prevention?

Embedded payments strengthen control by keeping approvals, execution, and tracking within the ERP. Centralized access and native audit trails reduce risk and simplify compliance.

Is ERP replacement required to adopt embedded payments?

No. Many modern providers offer prebuilt integrations for existing ERP systems, eliminating the need for large-scale software changes.