Accounts Payable Automation

Welcome to the Proactis AP Automation Content Hub, your one-stop resource centre to the automation of your Accounts Payable processes
 

What is Accounts Payable Automation?

Accounts Payable Automation, or AP automation, is the handling of accounts payable processes digitally using technology, rather than manually1. A highly automated, lower cost process greatly streamlines processing of all invoices from receipt to payment2, providing real-time visibility of what's happening in your finance operation, unlocking the key information you need for enhanced financial decision making.

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.
 
 

Accounts Payable (AP) Automation can have many challenges:

  • 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.
 

AP Automation software delivers:

  • 100% capture of all invoices from day one.
  • Ready-to-process electronic records using advanced OCR scanning technology. 
  • Reduced errors and faster invoice matching and approval.
  • Quicker onboarding of new suppliers.
  • 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.
  • Seamless integration so eInvoices are sent to finance system for matching and approval.
Future-proof Accounts Payable (AP), paper-free

Turn AP complexity into simplicity

Our fully automated Accounts Payable 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. Additionally, it helps enhance supplier engagement and reduce invoice fraud by eliminating invoice tampering, validating suppliers and confirming goods receipt.

Cut costs and improve invoice processing efficiency

If you haven't already, it's time to formulate and execute a strategy to automate invoice processing. The direct and indirect costs of traditional manual processing are just not necessary.

Learn how to formulate and execute a strategy to automate invoice processing, and the benefits of this, beyond just cost reduction...
Download to see how!
Accounts Payable: Cut costs and improve invoice processing efficiency
 

Magnox Limited streamlines and automates invoice processing and achieves 60% AP cost savings

“We now operate a system of straight through invoice processing. Not only does this help free up staff time, but it also improves our ability to pay invoices on time.”

Read the full story

 
Magnox Limited streamlines and automates invoice processing and achieves 60% AP cost savings

Proactis has provided Accounts Payable solutions to many organisations around the world:

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.

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.

Learn more about Proactis Accounts Payable Automation

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 processes
  • Enable supplier self-service
  • Proactively request early payment discounts
  • Leverage information for better sourcing
  • Incrementally automate invoice capture
Download now
Step-by-step approach to Accounts Payable invoice automation

On-Demand AP Automation Webinar

Invoice Caputure just got even smarter. Learn how to leverage AI in your invoice capture process.

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On-Demand Accounts Payable Automation Webinar
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
Glossary
Spend Control
The aim of all organisations, to control what is being purchased and to optimise spend and supply chains so they can reach their full potential. Spend control helps to save money and create efficiencies while increasing compliance and reducing risk.

Source-to-Pay (S2P)
A complete end-to-end outsourcing solution, usually made up of component parts - Source-to-Contract (S2C) or Procure-to-Pay (P2P).

Source-to-Contract (S2C)
Part of the end-to-end spend management process that supports the Procurement team in the activities they perform to make qualified suppliers and negotiated best-value agreements available to the organisation for use when they need to buy something.

Procure-to-Pay (P2P)
Also known as Purchase-to-Pay, this is the part of an end-to-end procurement system that enables and manages the routine purchasing of goods and services by an organisation’s staff.

Spend Visibility
The ability for managers to easily access past in process, and potential (request submitted but not yet approved) spend within their realm of responsibility.

Spend Under Management
The portion of spend that is influenced by the Procurement team and their processes.


Procurement / eProcurement
eProcurement and all of its various component terms such as eSourcing, eAuctions, eInvoices, ePayables, etc. are all terms that simply imply the use of information technology and internet-based communications to support the Spend Control process – including all procurement and financial control aspects of that process.

Supply Chain
In its simplest form, a supply chain is the activities required to deliver goods or services to the consumer. When thinking about a service, services will come together to offer an overall customer service, as opposed to a finished product.

Supply Chain Management
Supply chain management is the process of managing the flow of goods and services to and from a business, including every step involved in turning raw components into final services/products and getting them to the customer.

Purchasing
The acquisition of goods and services on behalf of a buying entity.

eInvoice
Broadly speaking, an electronic invoice is any invoice sent by a supplier to the buyer in electronic form rather than as a paper invoice.


Sourcing
Sourcing refers to the process of identifying, evaluating and selecting suppliers or vendors to acquire goods, services, or resources needed by an organisation. The primary goal of sourcing is to obtain the best value for money while considering

Supplier Relationship Management
SRM is building and maintaining a strong supplier base by structuring and streamlining the entire supplier lifecycle – from initial identification to adoption, approval, transaction and analysis.

Contract Management
Contract management in procurement is the process of managing agreements with suppliers to achieve the best possible financial and operational performance. The goal is to ensure compliance, mitigate risks, and optimise supplier relationships.

Marketplace
Sometimes referred to as an eMarketplace, a procurement marketplace is a platform that connects staff with approved suppliers and contract when they are purchasing products and services.


1 Making the most of accounts payable automation Thomson Reuters Retrieved 2025-01-30.
2 Accounts Payable Automation, And Succeeding With Its Implementation Forbes Retrieved 2025-01-30.