What is AP Automation?

• Errors due to incorrect data entry;
• Duplicate payments;
• Slow approvals, putting pressure on supplier relationships.

"Manual processes not only cost time, but also increase the likelihood of errors and financial risks," John stresses. With the move to digital invoices and invoice automation software, companies can address these inefficiencies. This speeds up processes, prevents errors and provides better control over the accounts payable process.

AP Automation aims to:

• Eliminate manual processes and automate invoice processing.
• Improve accuracy and reduce human errors.
• Optimise cash flow management by leveraging timely payments and discounts.
• Provide real-time visibility into financial liabilities.

An AP Automation solution offers much more than just time savings. It transforms financial administration and improves control over accounts payable management.

• Cost savings: Less manual processing means lower operational costs and more efficient use of employees.
• Better accuracy: With invoice processing software, data is automatically recognised and checked, preventing errors and ensuring consistency.
• Efficient cash flow management: Faster approvals enable timely payments, allowing you to benefit from early payment discounts and maintain financial flexibility.
• Real-time insight: Accounts payable automation provides you with up-to-date data that helps with strategic decision-making and risk management.

John adds: "With AP Automation, you get a grip on your expenses as well as your business processes. You always have a complete overview and can move faster."

An AP Automation solution uses smart technologies such as OCR (Optical Character Recognition) and AI. These are the key stages within the process:

1. Receiving digital invoices
   Invoices are captured electronically and automatically processed in the system.
   
   
2. Recognising and matching data
   The software reads key data such as invoice number, supplier and amounts and matches them with purchase orders or contracts.
   
   
3. Validation and approval
   Information is automatically checked for accuracy and forwarded to the appropriate approvers within the organisation.
   
   
4. Booking and payment
   After approval, invoices are automatically booked into the ERP system and prepared for payment.

John explains: "Thanks to this automation, finance teams have more time for strategic tasks instead of manual checks."

If you want to switch to invoice automation software, good preparation is essential:

1. Analyse your current processes
   Identify inefficiencies and set improvement targets.
   
   
2. Involve stakeholders
   Ensure cooperation between finance and procurement teams during implementation.
   
   
3. Choose a flexible solution
   Select software that integrates with your ERP system and matches your organisation's needs.
   
   
4. Phased implementation
   Start with a pilot, test the software thoroughly and scale up once results are visible.