Save Invoice Processing Cost with AP Automation: A Practical Guide

Recently updated on March 8th, 2024 at 05:07 am

A while back, we hosted a webinar where we delved deep into the realm of AP automation solutions and their profound impact on saving invoice processing costs. The enlightening discussions during the webinar uncovered a surprising reality: a substantial portion of business owners are unaware of the transformative potential that automation tools hold for notable cost savings. This realization spurred us to explore the questions and comments shared by our webinar attendees, which paint a vivid picture of the curiosity and eagerness to understand how embracing automation can indeed translate into tangible financial benefits.  

Some of the questions asked by our attendees were:  

• Can AP automation truly reduce our business expenses?  
• How can AP automation streamline supplier management and lower costs? 
• Can AP automation really prevent costly errors?   
• What’s “shadow spending,” and how can AP automation curb it effectively?  

In this blog, we will delve into the world of AP automation solutions and explore their profound impact on reducing operational expenses. From preventing costly errors to streamlining supplier management, let’s uncover how embracing AP automation can enhance your financial outcomes.  

The Toll of Manual Processes: A Costly Affair  

Manual processes within the Accounts Payable (AP) world come with an unexpected price tag. While they might seem straightforward on the surface, the labor-intensive nature of these processes reveals a deeper financial impact. From human error to delayed approvals, the costs accumulate.   

Unveil the Hidden Costs  

Manual AP processes might seem simple, but their labor-intensive nature conceals unexpected costs. QUICK FACT – Processing a SINGLE invoice can cost your company anywhere from $14 to $20. If your company processes 25,000 invoices per year at $15 per invoice, they will spend $375,000 on invoice processing alone! These processes are prone to human errors, leading to invoice discrepancies and payment disputes. These expenses add up quickly, chipping away at your bottom line.  

Impact of Delayed Approvals on Cash Flow  

The prolonged approval cycles in manual AP processes can strain your cash flow. In contrast, automated AP workflows ensure timely invoice routing, approval, and payment, reducing the time it takes for funds to move from your business to suppliers. This optimization can significantly impact on your liquidity and operational efficiency.  

Unlocking AP Automation Benefits  

Significant Cost Reduction  

AP automation can make a substantial dent in your expenses. By automating invoice processing, you can reduce manual intervention, minimizing errors and disputes. According to a study, organizations that embrace AP automation achieve 70% reduction in invoice processing costs. These cost savings stem from fewer manual touchpoints and streamlined workflows.   

Safeguard Transactions with Error Prevention  

One of the remarkable benefits of AP automation is its ability to prevent costly errors. Automating data entry and validation significantly lowers the risk of manual input mistakes. This not only saves time but also prevents overpayments, duplicate payments, and compliance issues. Businesses utilizing AP automation can experience a notable reduction in data entry errors.  

Streamlined Vendor Management  

AP automation goes beyond cost reduction; it enhances supplier management. Automated systems provide real-time visibility into invoice statuses, enabling effective communication with suppliers. This transparency fosters better relationships, discounts for early payments, and negotiation advantages. As a result, businesses can lower costs and optimize supplier interactions.  

Conquering “Shadow Spend”

“Shadow spend” refers to unauthorized or off-contract spending that occurs outside established procurement processes. This can lead to maverick buying, inconsistent pricing, and missed saving opportunities. AP automation plays a crucial role in curbing shadow spend by automating approvals and providing spend visibility.  

Strategic Resource Allocation  

By reducing manual AP tasks, your team can shift their focus from data entry and error resolution to more strategic activities. This shift can lead to improved resource allocation and increased productivity. In fact, businesses that implement AP automation can redeploy up to 75% of their AP staff to higher-value tasks.  

Make Informed Decisions  

AP automation generates a treasure trove of data that can inform your financial decisions. Detailed analytics on spending patterns, supplier performance, and payment trends empower you to make informed choices. With these insights, you can negotiate better terms, identify cost-saving opportunities, and optimize cash flow.  

Act Soon!  

Decisions in business wield remarkable influence. AP automation stands as an indisputable choice, a transformational force that promises not just cost savings, but a complete revolution. The evidence is staggering: a single invoice can cost your company a substantial sum, and manual processes harbor hidden expenses that erode profits. But, armed with AP automation, you can alter this trajectory. AP automation safeguards your sanctity, eliminating costly mistakes that can otherwise haunt your balance sheets. Moreover, the control it brings over importing documents, approval functionality, and supplier management isn’t just about efficiency; it’s about unlocking strategic possibilities. The embrace of AP automation ensures a future where excellence reigns supreme.