The Future of Accounts Payable: Automation and AI

What is Accounts Payable and how does AP automation work? 

Accounts payable is a critical function within any organization that involves processing invoices and their payments. This includes everything from handling purchase orders and invoices to reconciling accounts and issuing payments. The accounts payable process is essential for maintaining accurate financial records and ensuring that vendors and suppliers are paid on time. However, manual processing can lead to long cycle times, high operations cost, is often prone to errors, and also affects the morale of the AP teams which is why many organizations are turning to automation and AI to streamline the process.  

Automation in Accounts Payable involves using technology to automate and streamline the various tasks involved in the process. This can include everything from digitizing invoices to automatically matching them with purchase orders, goods received and issuing payments. By automating these tasks, businesses can reduce the risk of errors, improve efficiency, and free up staff time to focus on other strategic tasks. Additionally, automation can provide real-time visibility into the Accounts Payable process, allowing businesses to better manage cash flow stability and make more informed financial decisions. Overall, automation is becoming an increasingly important tool for businesses looking to optimize their accounts payable process and improve their bottom line. 

AP Automation also involves the use of software to streamline the invoice approval process. The software is designed to identify and extract key invoice data, such as vendor name, invoice number, bill to, ship to, line items with item details and amount due etc. It then routes the invoice to the appropriate approvers for review and approval. Once approved, the software automatically sends the invoice data to an integrated ERP system while also archiving the invoice and creating an audit trail for future reference. This automation helps to reduce errors, improve efficiency, and save time and resources.

The implementation of automation in accounts payable has numerous advantages. By utilizing automation software, teams can decrease expenses, eliminate repetitive tasks, and enhance oversight and management of financial information. Additionally, it streamlines cash flow and increases the likelihood of receiving early payment discounts. 

The four important benefits of automation and AI in accounts payable 

Automation and AI are transforming the accounts payable process in many ways, offering a range of benefits for businesses of all sizes. One of the biggest advantages is increased efficiency, as automation can help to reduce the time and resources required to process invoices and payments. This can free up staff to enable them to focus on more strategic high value tasks, such as analyzing financial data and identifying cost-saving opportunities. Additionally, automation and AI can help to reduce errors and improve accuracy, which can lead to better financial reporting and decision-making. Overall, with the integration of automation and AI, the future of accounts payable looks bright. 

1.   Save cost and reduce cycle time 
    

   AI powered automation can help automate the entire process of ingestion, extraction, validation, approvals and filing. This can lead to cost savings of up to 80% and reduce invoice processing time for PO and Non-PO based invoices from days to seconds. 

2.   Improve data accuracy and reduce human error: 
    

   By automating data entry and validation, businesses can ensure that invoices and payments are processed accurately and in compliance with company policies and regulations. This can help to improve financial reporting and decision-making, as well as reduce the risk of costly mistakes. 

3.   Fraud detection and prevention: 
    

   Another benefit of automation and AI in accounts payable is the ability to reduce the risk of fraud. Automated systems can flag suspicious or duplicate invoices or payments, invoices with data that don’t match PO and goods received data, invoices with unusual amounts deviating fom normal amounts or from unfamiliar vendors, and alert staff to investigate further. This can help prevent fraudulent activity and protect the company's financial assets. 

4.   Streamline invoice approval process: 
    

   One of the key benefits of automation and AI in accounts payable is the ability to streamline the invoice approval process. With automated workflows, invoices can be routed to the appropriate approver based on predefined rules, reducing the need for manual intervention and speeding up the approval process. This can help to eliminate bottlenecks and ensure that invoices are processed in a timely manner, which can improve vendor relationships and reduce the risk of late payments.

The Future of Finance and the Impact of Automation and AI on the Industry:

The future of finance is rapidly changing with the introduction of automation and AI. These technologies are transforming the accounts payable process, making it faster, more accurate, and more efficient. With the help of machine learning algorithms, finance professionals can now analyze large amounts of data and identify patterns that were previously impossible to detect. This has led to a reduction in errors and fraud, as well as increased productivity and cost savings. As automation and AI continue to evolve, it is likely that they will become even more integral to the finance industry, revolutionizing the way we do business. 

The Role of AI in Accounts Payable: 

AI technologies like Computer vision, Machine learning, Fuzzy logic, and Natural language processing come in handy for accomplishing end-to-end automation for AP Invoice Processing.  In accounts payable, these AI technologies can be used to extract documents with very high extraction accuracy of up to 99.5%. Machine learning can also be used to identify patterns or anomalies that may indicate fraud or errors. As AI technologies continues to advance, it is likely that it will play an increasingly important role in the accounts payable process. 

Calculate savings with Accounts Payable automation: 

AI-based automation in accounts payable can lead to significant cost savings for businesses. On average, companies that automate their invoice processing can reduce invoice processing cost up to 10 times as compared to those who manually process them. As businesses increase their automation efforts, the potential for cost savings is immense. 

With the help of tools like Kanverse's Invoice Processing ROI Calculator, companies can easily calculate their cost savings and streamline their processes. 

Comprehensive AP Invoice Automation Solution:

Kanverse employs AI technologies—Computer Vision, ML, Fuzzy Logic, NLP—for comprehensive AP Invoice Automation. Achieving up to 99.5% extraction accuracy, it detects fraud, errors, and patterns, enhancing the crucial role AI plays in advancing the accounts payable process.

Learn more about Ap Invoice Automation