Accounts Payable (AP) Automation Software

With our industry leading Accounts Payable automation software, you can capture all of your invoices and convert non electronic data (paper and PDFs) into eInvoices, validate their accuracy by checking for a PO, duplicates and a valid supplier, and then transfer them into your finance system for matching and payment approval.

Our fully automated software offers efficient invoice management which enables complete audit visibility, stronger compliance, fast query resolution (with a dedicated query resolution team) and the opportunity to support suppliers with early payment without adversely affecting your cashflow.

A step-by-step approach to invoice automation

How do you go about getting from where you are today to effective invoice processing automation?

Proactis has identified 8 key steps to effective invoice automation:

Analyse current processes
Centralise invoice management
Standardise policies and procedures
Automate
Enable supplier self-service
Proactively request early payment discounts
Leverage information for better sourcing
Incrementally automate invoice capture

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Step-by-step approach to invoice automation

With Proactis’ AP Automation software you can achieve:

100% capture of all invoices from day one.

Reduced errors and faster invoice matching and approval.

Better, automated cashflow.

Better data for spend analysis.

Invoice Capture just got even smarter

Our most powerful invoice capture solution yet uses AI to drive even greater efficiency and accuracy, further reducing the need for manual intervention, all of which optimises your invoice capture and frees up resources.

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100% invoice capture from day 1

Our leading AP Automaton software lets you turn paper / PDF invoices into ready-to-process electronic records using advanced OCR scanning technology.

Further increase efficiencies by accepting eInvoices from source, including XML, direct entry via a portal, and ‘PO Flip’ invoice submission.

Integrate with your finance/ERP system

Feed all eInvoices into your chosen finance system for matching and approval.

Our solutions are system agnostic and are able to integrate with all ERP software and financial systems, including Unit4 (Coda/Agresso), SAP, Oracle, Infor, MRI, Netsuite, Microsoft Dynamics, Deltek, Epicor, JD Edwards, Peoplesoft, QuickBooks, Workday.

More about ERP Integration

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Supplier self-service

With Proactis software, quickly onboard new suppliers, allow them to edit their information and add missing PO numbers as part of a ‘No-PO, No-Pay’ policy.

Outsourcing your invoice processing

If you do not have sufficient capacity or appropriately trained staff, Proactis can take care of your invoice processing for you.

This service is specifically designed for businesses looking for efficient accounts payable. Invoice Capture transforms paper and PDF invoices into ready-to-process electronic receipts.

More about Proactis Invoice Capture

Process invoices more efficiently and minimise the risk of errors

Your organisation can now reap the many benefits of eInvoicing while automating the administrative, resource-intensive tasks often associated with the process.

Our solution enables you to receive invoices 100% digitally from your suppliers - your invoices are paid faster resulting in significant savings.

More about eInvoice Portal

Optimise cash flow, control spend and turn AP into a profit centre

Leverage working capital optimisation to realise benefits for you and your suppliers. The smart way to pay suppliers means AP staff can spend less time on inefficient tasks, and more time on the things that matter.

You can create new-found flexibility for you and your suppliers for using and obtaining cash, by offering your suppliers the opportunity to receive early payments in exchange for a small discount. This can transform your AP function to deliver real benefits while enhancing supplier relationships by helping them with cash flow – when they need it.

The new Source-to-Pay experience – intuitive and streamlined

Proactis’ intuitive new interface has been designed to enhance productivity, user onboarding and process adoption to support the control of spend and supply-chain risks.

The navigation has been upgraded to enable users to find products, information and follow processes quickly. The highly intuitive interface features uncluttered screens, familiar layouts and minimal input requirements, meaning employees can more easily order what they need, managers can review requests and department heads can track spend.

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Our experts will guide you through our Accounts Payable Automation software and answer all of your questions:

Accounts Payable (AP) Automation FAQs

How does AP Automation help with eInvoicing?

You can transform paper and PDF invoices into ready-to-process electronic invoices. A scanned image of the document is created, all necessary information extracted, electronic record and electronic image of the invoice created. Manual invoice coding is eliminated, exception handling is reduced and the resulting electronic invoice record can be automatically matched and approved.

Paper invoices are eliminated from your invoicing process, regardless of the type and size of your suppliers. It doesn't matter if they are high or low volume suppliers - there is a suitable method of invoicing for everyone. AP software can capture not only paper invoices, but also common e-invoice formats such as XML or UBL 2.0 and transfer them to your target system in the desired format.

What is AP automation?

Accounts Payable Automation, or AP automation, is the handling of accounts payable processes digitally using technology, rather than manually. A highly automated, lower cost process greatly streamlines processing of all invoices from receipt to payment, providing real-time visibility of what's happening in your finance operation, unlocking the key information you need for enhanced financial decision making.

Download: Accounts Payable – How to cut costs and improve invoice processing efficiency

What are the challenges that Accounts Payable (AP) Automation can solve?

Unstructured invoices – dealing with all types of invoices (which have no common format) across the supply chain is a challenge with many issues.
Paper and PDF invoices lead to extensive manual keying and associated keying errors, as well as misplaced paper documents.
These manually intensive, error-prone tasks lead to non-conforming invoices, excess costs, inaccurate payments and the risk of fraud.
Lack of efficiency eliminates the ability to take advantage of early payment revenues.
The opportunity for broader finance transformation is difficult until accounts payable processes are improved and automated.

Read how Bauer Media reduced Accounts Payable costs, while improving supplier experience

Why should I implement AP Automation?

Accounts Payable software offers efficient invoice management which enables invoices to be captured and processed into eInvoices, by validating their accuracy by checking for a PO, duplicates and a valid supplier, and then transferring them into your finance system for matching and payment approval.

100% capture of all invoices from day one.
Reduced errors and faster invoice matching and approval.
Reduced cost of Accounts Payable.
Better, automated cashflow.
Reduced fraudulent activity.
Complete supplier self-service.
Stronger supplier relationships.
Improved audit visibility.
Better data for spend analysis.
Complete audit visibility and stronger compliance.
Fast query resolution

Download: A step-by-step approach to invoice automation

Can I integrate AP Automation with my other systems?

You can feed all eInvoices into your chosen finance system for matching and approval. Our solutions are system agnostic and are able to integrate with all ERP and financial systems including: Unit4, Infor, MRI, Deltek, SAP, Oracle, Microsoft Business Central, TechnologyOne, Epicor, JD Edwards, Peoplesoft, Netsuite, and Workday.

Read more about AP Automation integration