Accounts payable (AP) departments before automation technology integration operated much like businesses have for centuries: driven manually by paper invoices. The introduction of computers, the Internet, productivity software, and ERP systems may have revolutionized how we work, but those paper invoices still pervade many AP processes.
Most AP managers are familiar with the problems associated with manually processing paper invoices. Their teams spend hours carrying out manual tasks such as matching invoices to POs and goods receipts, scanning and filing paper documents, and then forwarding invoices to be approved. If a problem, such as a compliance issue, is found in the approval chain, staff have to investigate the situation, conduct follow-ups, and re-key invoice data into their ERP system.
Sure, existing software has improved day-to-day operations. However, once-innovative techniques such as tracking invoice status through spreadsheets and email threads feel inefficient and clumsy by today’s standards.
What worked in 2002 is now archaic for modern companies looking for more efficiency, fewer bottlenecks, and bigger profits in 2025. Integrating automated technology into your AP department’s processes will allow you to enjoy significant financial benefits today and bring you more sustainable success tomorrow – and every day after that.
What changes after automation is in place?
After installing an automated AP system, the first thing you might notice is how fast invoices now move through the approval chain. The lifecycle of an invoice, from scanning to payment, can be completed in minutes or hours instead of days or even weeks.
The second thing you might notice is a sense of wonderment about how you ever lived without automated technology all these years.
For example, your AP team isn’t chasing or filing papers anymore. Instead, they scan invoices into the system for accurate data capture. The invoice can then be routed through the approval chain through a customized process that matches your workflow. Approval efficiency is increased thanks to preset process rules that eliminate bottlenecks and the need for manual follow-ups. As a result, the digital invoice moves through the approval chain with unprecedented speed and efficiency.
Additionally, approvals are completely touchless and can be conducted remotely through robust access controls. Gone are the days when someone is out of the office for an extended period while an invoice sits on their desk unapproved and unpaid for potentially weeks.
When you need to verify some information on the invoice, you no longer have to waste time rooting through the filing cabinet. All scanned invoices are stored in a searchable archive with a complete audit trail that is accessible with only a few clicks. This supports the need for real-time visibility into invoice status, hold reasons, exceptions, and more. When you need to make a swift business decision, all the invoice data is quickly available so you can move forward with confidence.
Why ACI’s AP Assistant™ works for you
Ask any AP manager who has adopted automation technology into their AP departments. They’ll tell you all about the benefits of eliminating paper-based processes and possibly ask why you haven’t made the move to automation yet.
When you’re ready to explore all the advantages that AP automation can bring to your accounts payable team, talk to the experts at Ash Conversions International (ACI).
Our AP Assistant™ solution is designed to eliminate the manual AP process from data capture all the way through to payment. AP Assistant™ integrates seamlessly with your legacy ERP system with no IT lift required, and supports centralized or decentralized teams so you can view your business’s financial picture from across multiple locations.
We offer two products to match your company’s needs: APA Lite™ for leaner teams or the full AP Assistant™ for growing companies. Whichever of these powerful tools you adopt to completely transform your AP operations, you’ll enjoy profit-boosting advantages such as:
- Over 80 percent reduction in invoice processing time, allowing you to make payments faster and take advantage of any early payment discounts your supplier offers
- 99 percent reduction in manual data entry, freeing up your AP teams for more value-building tasks
- 80–90 percent touchless invoice processing, which eliminates the need to work with paper invoices, saving your team time and your company money
- 60–80 percent drop in supplier inquiries, strengthening relationships and improving your brand reputation
- Complete invoice visibility and real-time approval tracking that allow you to address issues faster and make strategic business decisions based on real-time information
Start making managing your AP team a lot easier by giving the experts at ACI a call today!
Witness the power of AP automation with a free demonstration of AP Assistant™ from Ash Conversions International
As an AP manager, you know where breakdowns in your invoice approval system occur. Schedule an AP automation demonstration with ACI and watch those problems disappear virtually overnight.
For over 40 years, we’ve helped AP managers from several industries optimize their AP processes and bring their companies closer to reaching their business goals. Our expert team is with you every step of the way during the design, installation, and implementation phases of your new system and provides aftercare support so you enjoy an optimal experience using our products.
For more information on how your company can benefit from a digital AP processing system, book a demo by calling us at 1-800-719-9621 or by clicking the button below.
