3 Things Your AP Automation Solution Must Have

March 22, 2017 Ralph Perdomo

With all this talk of automation in the news, it's not surprising there's confusion surrounding the exact meaning of automation—namely, accounts payable automation in the instance of you, the accounts payable professional.

AP automation is more than just capturing workflow and sending electronic payments. Accounts payable automation is a set of tools that go above and beyond the task of just paying suppliers and vendors electronically.

What separates and distinguishes premier automation tools is how it focuses on the more nuanced tasks; the everyday chores that comprise companies' payables workflow—reporting, remittance, and data validation.

This is the true benefit of AP automation.

Once you've paid your suppliers and vendors electronically, AP automation continues by assisting accountants in reporting, remittance, and data validation.

Gears for effective AP automation sketched on graph paper
Created by Ryan Mason

Reporting

In the realm of automation, reporting is much more than just a receipt or record of a payment. It's completely searchable, allowing managers to aggregate data, draw insights, and make intelligent decisions. Its easily accessible and searchable reporting is the cornerstone to analytics.

The ability to schedule reports is how managers and key decision makers can have those insights delivered directly to their inbox.

And by streamlining the path to analytics, automation clears a trail to auditing.

Purchase orders, invoices, and packing slips are searchable. Supplier payment details, including state and federal tax IDs, along with payment record is quickly accessed. Double payment, lost payment, under payment? Investigating escheatment issues are a few clicks away.

cartoon computer at desk calculating savings from automating AP

Remittance

You just sent ACME Corp. electronic payment for that recent order of Wile E. Coyote-branded anvils. In the past, you'd print a copy of the invoice, rubber stamp it paid, stuff it in an envelope, and mail it off. But, where's the logic in sending a paper receipt for an electronic payment?

Automation saves time by automatically sending remittance alongside electronic payment. Rather than separately emailing remittance advice—or printing and mailing out remittance—automation handles that and sends remittance automatically after payment is sent.

Data validation

Data validation, namely, supplier data validation is vital in curbing payment fraud.

This rings especially true for organizations experiencing rapid growth—which oftentimes lack the resources to validate each and every supplier payment before it's sent.

Simply put, knowing exactly whom you're paying is the easiest way to prevent fraudulent payments from being issued. By automating the verification process, organizations can be confident in their invoice process payments, which goes a long way in improving supplier relations.

Having the most updated supplier payment information helps keep supplier relations at an all-time high. Since supplier payment information is always up-to-date, payments can be sent immediately—with no interruption. This is especially reassuring if a supplier changes banks mid-month.

Money is, after all, the grease that keeps the gears of business turning smoothly—anything inhibiting the flow can bring an organization to a screeching halt.

Expect more from your payments. Find an AP automation solution that meets your needs.

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