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    18 Key Benefits of Accounts Payable Automation

    18 Key Benefits of Accounts Payable Automation

    by martieLast Updated : Feb-04-2024

    Technology is changing the way businesses work. And as for CFOs and accounting professionals, accounts payable automation keeps making things easier and better.

    There is no doubt that accounts payable automation can help your business save time, make smart decisions, and have better accuracy. In this blog, we aim to uncover some of the top benefits that Accounts Payable Automation can offer your business.

    If you’re looking for a game-changing solution tailored to your expertise, you might want to explore on ProcureDesk. Embrace the future of financial operations and steer your organization toward unparalleled success. See it in action today!

    What Is AP Automation?

    AP Automation or accounts payable automation refers to using software to automate the accounts payable process. AP Automation can include tasks such as:

    • Receiving and scanning invoices
    • Extracting data from invoices
    • Matching invoices to purchase orders
    • Approving invoices
    • Generating payments
    • Tracking payments
    • Managing vendor relationships

    AP Automation helps businesses save time, money, improve accuracy and even reduce the risk of errors. It also helps businesses improve cash flow and compliance.

    AP automation can help businesses save time and money, improve accuracy, and reduce the risk of errors. It can also help businesses improve their cash flow and compliance.

    What Is The Value Of AP Automation?

    AP Automation is a game changer for organizations. This is because an accounts payable automation process enhances efficiency and even reduces costs for operations.

    Through automating manual tasks, businesses can reduce human error and even streamline the entire payable process. Note that this saves time and improves the accuracy and visibility of financial data.

    Additionally, having AP Automation within organizations also leads to better visibility and control over the payable process. By using real-time tracking, finance leaders within a company can easily monitor payment cycles, identify bottlenecks, and make informed decisions.

    Automation also reduces duplicate payments, allowing organizations to maintain strong vendor relationships and avoid late payment fees.

    In a nutshell, AP Automation empowers organizations to leverage automation technology and even focus on more strategic tasks to drive the organization’s overall success.

    Related: Invoice Approval System – Key Features For Accounts Payable Automation

    What Are The Benefits Of Automated Accounts Payable Process?

    benefits of AP Automation

    1. Enhanced Precision

    The meticulous nature of an automated accounts payable process automatically eliminates human error, inaccurate data entry, miscalculations, and mismatched figures. As a result, your financial records ultimately become precise and accurate. A trustworthy foundation of data helps your company make better-informed decisions.

    2. Tangible Financial Gains

    An automated accounts payable process reduces the need for manual labor, thus substantially increasing the cost savings for organizations. As a result, teams have more time to focus on strategic tasks and forget previous tasks that once demanded human resources. Automation decreases operational costs and offers organizations better financial gains.

    3. Streamlined Time Utilization

    Accounts payable automation accelerates the process of handling invoices and payment approvals. This efficiency type is important for maintaining strong vendor relationships and avoiding late payment penalties. Now, it becomes easier for organizations to focus their time on activities that drive business growth and innovation.

    4. Simplified Oversight

    Your organization gets an auditable financial activity trail through automation, significantly simplifying regulatory compliance. More than ever, monitoring and reporting analytics have become easier because of a streamlined audit process. This ensures that your organization maintains its reputation for financial responsibility.

    5. Enhanced Data Clarity

    Automation in the accounts payable process offer organizations real-time access to financial data. This gives stakeholders better insights into cash flow, spending patterns, and financial trends. These insights empower agile decision-making, allowing teams to seize opportunities and immediately respond to market shifts.

    6. Boosted Supplier Relationship

    Having an automated process that allows quick payment processing, your organization builds more positive vendor relationships. Vendors appreciate consistency and reliability. In the long run, this can potentially lead to better negotiation outcomes.

    7. Heightened Collaborative Synergy

    Having centralized information and automated workflows for teams can promote collaborative synergy. This boosts better communication and cooperation, leading to more cohesive teamwork.

    8. Standardization And Process Optimization

    Automated accounts payable enforce standard steps into your company operations, reducing inconsistency and variations in how a team does things. This leads to better uniformity which simplifies an organization’s overall process control.

    9. Empowered Growth And Monitoring

    A scalable, automated system can accommodate business expansion while maintaining proper oversight of the company’s operational activities. This opportunity for scalability positions your company for growth and innovation.

    10. Holistic Business Integration

    Since automated accounts payable seamlessly integrates with other business systems, fostering cross-functional collaboration and data coherence becomes easier. Overall, this allows your company to create better business decisions.

    11. Enhanced Cash Flow Control

    Automation allows your business to optimize its cash flow. This is done by forecasting your payments accurately and strategically scheduling disbursements. Organizations can ensure liquidity through a solid cash management system to sustain operational demands and other growth investments.

    12. Reinforced Data Security

    Automated systems provide advanced security measures. This protects the sensitive financial data of companies through encryption, authentication, and even role-based access. A company needs to shield sensitive information from breaches.

    13. Fortified Partner Relations

    Automation allows timely payment processing. As a result, organizations foster vendor trust and loyalty. Reliable payment cycles enhance vendor relationships and foster mutually beneficial partnerships that can improve corporation between companies and vendors.

    14. Better Informed Decisions

    Automation gives companies data-driven insights, allowing teams and stakeholders to make proactive decisions. Leveraging automation for reports and analytics drive your organization to better competitiveness and economic agility.

    15. Heightened Operational Efficiency

    Did you know that automation can liberate your team from routine tasks?

    As a result, organizations can concentrate on endeavors and activities that require strategic decisions to boost growth and innovation. An increase in productivity can lead organizations to get measurable business value.

    16. Accelerated Payment Processing

    An automated accounts payable can help organizations expedite payment processing. This reduces the time required for invoice approval and payment execution. Because of this efficiency, your organization can handle timely vendor payments and optimize cash utilization.

    17. Paperless Efficiency And Savings

    With automated accounts payable, organizations no longer rely on paper documentation. This doesn’t only cut storage costs but also aligns with sustainable business practices!

    18. Enhanced Tax Regulation Adherence

    Organizations with automated systems ensure accurate tax calculations, facilitating compliance with ever-evolving tax regulations. This minimizes non-compliance penalties and other regulatory entanglements.

    How To Choose Your AP Automation?

    Choosing the right AP automation solution for your business is crucial. Why? Streamlining your accounts payable process and driving efficiency within your organization heavily relies on your chosen software.

    There are several factors you need to consider when evaluating your options:

    • Assess Your Existing Processes: For starters, you must assess your accounts payable process and gather insights from the team responsible for handling certain tasks. This will help your organization understand the pain points of the manual process and the areas of improvement you would need to work on. Doing this will give your team valuable insights for selecting the most suitable AP automation solution.
    • System Integration: This is another critical aspect you need to consider. The AP Automation Solution you choose should seamlessly integrate with your existing financial systems, such as ERP and expense management. This will ensure your organization goes through smooth data transfer and efficient processing of invoices and payments.
    • Standalone Automation System Vs. Procure-To-Pay (P2P) Suite: Your organization can choose between a standalone automation system or a procure-to-pay (P2P) suite. Having a standalone system focuses on automating your accounts payable process, while a P2P suite offers a broader range of functionality for your team. This includes procurement, invoice processing, and payment automation. Your choice will depend upon the need of your organization.
    • Business Size And Complexity: The size and complexity of your business will affect the features and functionality you need in an AP automation software solution. For example, a small business with a simple AP process may not need all of the features of a large enterprise solution.
    • Volumes Of Invoice: The volume of invoices you process will also affect the features you need. If you process a large volume of invoices, you will need a solution that can handle the volume and complexity of your work.
    • Company Budget: AP automation software can range in price from a few hundred dollars to several thousand dollars per year. It is important to set a budget before you start shopping for software.
    • Software Features: The important features will depend on your company’s specific needs and requirements. Some of the most important features to consider include:
      • Invoice processing: The software should be able to extract data from invoices automatically, match them to purchase orders, and generate payments.
      • Approval workflow: The software should be able to automate the approval process for invoices.
      • Payment processing: The software should be able to generate payments to vendors automatically.
      • Vendor management: The software should help you to manage your vendor relationships.
      • Reporting: The software should generate reports on the accounts payable process.
    Choosing an AP Automation for your company can be daunting and complex. But, your organization must take its time to choose a solution that will ultimately help you improve your accounts payable process that will allow you to save time and money. If you’re looking for an AP Automation system to help you with your business, you might want to explore on ProcureDesk. We have a team of specialists who can show you how it works. See it in action today!

    Related: Simplifying AP With ProcureDesk: A Netsuite Automation Solution

    How Can A Software Make Accounts Payable Automation More Efficient?

    Having accounts payable automation software in your company offers several benefits that improve company efficiency and accuracy in the financial process.

    By eliminating manual data entry, your chosen software can significantly reduce the risk of human error and additional costs of correcting mistakes. Automated systems can avoid duplicate payments and ensure accurate financial records. Thus, maintaining positive vendor relationships.

    Moreover, AP Automation Software streamlines your payable process by helping your organization secure electronic payments and online approvals. This eliminates time-consuming tasks and payment invoices and boosts the payment cycle to avoid late payments and improve cash flow.

    Related: Don’t have a purchasing policy? 5 Steps To Purchasing Automation For QuickBooks

    The secret to achieving greater efficiency for your business is switching from manual processes to accounts payable automation software.

    Finance leaders in your company should be on top of considering the next steps in your company’s optimization so you can move towards an autonomous process.

    This involves leveraging advanced technologies such as optical character recognition (OCR) to automate invoice processing and payment releases without human intervention. By doing so, finance teams can focus on more strategic tasks, enhance employee productivity, and unlock further cost savings.

    Let’s quickly dive into how ProcureDesk, as an accounts payable automation software, can potentially help boost the efficiency of your business through its features.

    Invoice Capture

    Invoice_payment_dashboard

    ProcureDesk can help you centralize your invoice capture and payment process through automation. With ProcureDesk, you can:

    • Receive all of your invoices in a central location
    • Match invoices to purchase orders automatically
    • Generate payments automatically
    • Track your spending and identify areas where you can save money

    ProcureDesk works by setting up a centralized inbox for all of your invoices. When a supplier sends you an invoice, it is automatically routed to the inbox. ProcureDesk then uses optical character recognition (OCR) to extract the data from the invoice, such as the invoice number, amount, and due date. Then, it matches the invoice to the corresponding purchase order. If the invoice is matched, the system will automatically generate a payment. If the invoice is not matched, it will be flagged for your attention.

    To get the most out of ProcureDesk, it is important to set up supplier invoicing policies and compliance standards. These policies will define how invoices should be sent to you and how they should be processed. Some of the key policies to consider include:

    • All invoices must be sent electronically.
    • All invoices must include a purchase order number.
    • A designated person must approve all invoices before they are paid.

    Electronic Invoicing

    Supplier_Invoice

    ProcureDesk can help you automate your accounts payable (AP) process by eliminating the need to enter vendor invoices manually.

    With electronic invoices, vendors can send their invoices directly to your AP system. ProcureDesk will then automatically match the invoices to purchase orders and generate payments. This eliminates manual data entry, saving your team time and money. It also helps to reduce the risk of errors.

    Here are the benefits of using ProcureDesk for electronic invoices:

    • Save time: Manually entering invoices can be time-consuming and error-prone. ProcureDesk can save your team hours of work by automating the process.
    • Reduce errors: Manual data entry is prone to errors. ProcureDesk’s automated system can help to reduce the risk of errors.
    • Improve efficiency: ProcureDesk can help improve your AP process’s efficiency by streamlining the workflow.
    • Improve visibility: ProcureDesk provides visibility into your AP process so that you can track invoices and payments in real time.
    • Improve compliance: ProcureDesk can help you to comply with regulations by providing a secure and auditable system for managing invoices.

    Automated PO Matching

    Invoice_matching_Dashboard_ProcureDesk

    Performing a three-way match between an invoice, purchase order, and receipt can be complex and time-consuming. It may involve contacting stakeholders to verify receipt and resolve pricing discrepancies, which must then be reviewed and approved by the appropriate personnel in your company.

    ProcureDesk’s automated PO matching can help you to simplify the three-way matching process. ProcureDesk automatically matches invoices to purchase orders based on the purchase order number, quantity, and unit price. This eliminates the need to match invoices manually, saving your team time and money. It also helps to reduce the risk of errors.

    Accounts Payable Automation software offers significant benefits, such as eliminating manual data entry, reducing errors, enabling secure payments and online approvals, and generating an audit trail.

    Transitioning from manual to automated processes is crucial for your team so you can finally move towards an autonomous process and fully optimize efficiency in your accounts payable department. ,

    How To Automate Accounts Payable?

    Having accounts payable automation in your business is crucial. It helps streamline your AP process and save your business time and money.

    Here are some of the ways to automate your processes in your business:

    • Using electronic invoices: Electronic invoices are sent and received electronically, which eliminates the need for manual data entry.
    • Using automated PO matching: Automated PO matching matches invoices to purchase orders automatically, which helps to prevent errors.
    • Using workflow automation: Workflow automation automates the approval process for invoices, which helps to ensure that invoices are approved promptly.
    • Using payment automation: Payment automation automates the payment process, which helps to ensure that payments are made on time.
    • Using reporting: Reporting can help businesses track their AP process and identify improvement areas.

    What Are The Steps To Automating The Accounts Payable Process?

    Here are the steps involved in automating AP:

    • Asses your current process: The first step is to assess your current AP process. This will help you to identify areas where automation can be implemented.
    • Choose the right software: Several different AP automation software solutions are available. The right solution for you will depend on your specific needs.
    • Implement the software: Once you have chosen the right software, you must implement it. This may involve training your team on how to use the software.
    • Monitor and improve: Once the software is implemented, you must monitor it to ensure it works properly. You should also review your AP process regularly ro identify areas where you can improve.

    Automating your AP process can save time, money, and even improve efficiency. You can also reduce the risk of errors and improve compliance.

     

    The Bottomline

    Overall, having an AP Automation Solution for your business is important. It can help you improve team insights, streamline system integrations, increase process payment speed, and boost your company’s efficiency. Remember that embracing AP Automation is more than just a strategic choice. It’s a powerful step toward your organization’s more agile, informed, and successful future!

    What you should do now

    Whenever you’re ready… here are 4 ways we can help you scale your purchasing and Accounts payable process.

    1. Claim your Free Strategy Session. If you’d like to work with us to implement a process to control spending, and spend less time matching invoices, claim your Free Strategy Session. One of our process experts will understand your current purchasing situation and then suggest practical strategies to reduce the purchase order approval cycle.
    2. If you’d like to know the maturity of your purchasing process, download our purchasing process grader and identify exactly what you should be working on next to improve your purchasing and AP process.
    3. If you’d like to enhance your knowledge about the purchasing process, check out our blog or Resources section.
    4. If you know another professional who’d enjoy reading this page, share it with them via email, Linkedin, Twitter.
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