Why your business needs AP automation software

If you’re still managing your accounts payable (AP) processes manually, it may be time to consider automation via a software solution. AP automation can simplify your day-to-day accounts payable tasks, replacing time consuming manual data entry while reducing costly errors. Here’s what you need to know as you consider your options. 

What is AP automation software?

An accounts payable automation software is a technology solution designed to streamline and automate the accounts payable processes within an organization. This type of software reduces errors, and the manual effort involved in capturing and processing invoices, matching, and approving invoices. 

AP automation software is often integrated into procure-to-pay suites, offering seamless coordination of invoice processing and approval workflows with procurement activities. This integration enhances efficiency, reduces manual errors, ensures compliance, and provides real-time analytics for improved financial management, all while eliminating the need for multiple disparate systems.

AP automation software solutions should cover accounts payable processes, including:

• Invoice intake
• Data extraction and review
• Invoice matching
• Approvals
• Seamless financial system integration
• AP analytics

The right AP automation software can help your finance team become more efficient and avoid costly errors such as overpayment, duplicate invoices, or paying for goods not received.

5 key benefits of AP automation 

Automating your accounts payable operations has multiple benefits:

• Accuracy improvements
  Manual processes are prone to human error. Software, on the other hand, reduces the margin for error and can automatically detect discrepancies. AP automation software, especially solutions featuring artificial intelligence (AI)-driven data extraction, can improve accuracy rates and the need for corrective actions.
  
  
• Time savings
  Manual invoice capture takes significant time, which can slow down AP cycles. Automation solves this common challenge. Customers who use Fraxion, for example, report an 80% increase in time savings, and are much more likely to make timely payments. Invoice matching, batching, and automated approvals further accelerate accounts payable process turnaround times.
  
  
• Cost savings
  Increased efficiencies, lower processing costs, and timely payments that qualify for discounts all contribute to increasing your cost saving potential. AP automation features in procure-to-pay software are supported by spend visibility and analytics capabilities, giving you the tools to pinpoint where your company could be more efficient. 
  
  
• Compliance and audit readiness
  AP automation software maintains detailed digital records of all transactions, approvals, and changes, making it easier to comply with regulations and prepare for audits. Automated systems often include security features such as access controls and data encryption, helping to protect sensitive financial information.
  
  
• Vendor management
  Using AP automation software speeds up your accounts payable cycle. Vendors are more likely to be paid on time and without error. Improving communication, and maintaining accurate, centralized vendor data fosters stronger vendor relationships and your negotiating and buying power.

How much does AP automation cost?

For most businesses, automating accounts payable processes with software saves the company time and money by making operations more efficient and accurate. 

The cost of AP automation software varies widely based on factors such as the size of the organization, the complexity of the features needed, and the number of users. Vendors might offer volume-based pricing, where the cost per document decreases as the volume of transactions increases. Additionally, some providers may bundle these costs with other features, such as embedded analytics or integration services, impacting the overall price.

Best AP automation software: Choose the right solution

We’ve written extensively about how to choose the right AP automation software. But here’s a quick checklist of what to consider as you research software vendors. 

Features: Does this tool cover my entire AP process and needs? Could I consolidate my business needs into a single solution rather than deploy a number of disparate systems to automate e.g. procurement, expense management, and accounts payable processes. Does the tool offer standard optical character recognition capabilities (OCR), or the latest advanced AI-driven extraction technology with higher accuracy rates? 

Pricing: What is the pricing model? Is it subscription-based, per-document, per-user, or a combination?

Integrations: Does this tool work with my existing tech stack? Most companies will list their integrations. 

Security: Does this company regularly undergo third-party tests and threat assessments?

Company size: Is this tool designed for a business of your size?

Scalability: Will you be able to scale operations with this tool as your company grows?

Reviews: Does this software have positive customer reviews on Capterra, Software Advice, GetApp, and similar platforms?

Industry expertise: Does the software vendor's website have customers in your industry? Many companies will have example use cases or industry pages that detail how they help specific industries.

Choosing the right AP automation software can change the way your team operates and save your company significant time and money. It’s important to make sure you choose the right solution for your business. 

We’re here to help. We’d like to understand your business requirements, and if Fraxion is a good fit, customize a demo to your needs. Fraxion’s all-in-one procure-to-pay suite offers purchasing, expense, and AI- driven AP automation with advanced analytics.

Book a call with us today to discuss your needs.