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AI-enabled AP Automation boosts financial ratios for businesses. READ NOW

accounts payable process automation

5 Best Practices to Improve Your Accounts Payable (AP) Process

Published on:  
August 30, 2022

A capable, efficient accounts payable department is vital in every business. Today's competitive atmosphere focuses on streamlining back-office activities to increase profit and make things more automated to improve efficiency, accuracy, and less dependence.

Control and compliance, cost reduction, and maintaining first-rate supply chain partnerships are all critical components of a strong finance department. These components enable organizations to focus their resources on moving the business forward without worrying about the accounts payable process automation.

In this blog :

So, how can you make your accounts payable process better?

Numerous approaches exist to establish your business's most satisfactory accounts payable systems. In this post, we'll review five recommendations to help you enhance your accounts payable strategy and get on your road to more effective and successful company operations.  

1. Eliminate Paper Invoices

Moving to a digital invoicing system is one of the simplest methods to improve the efficiency of your accounts payable process. Paper bills consume unnecessary filing space. They are easier to misplace, resulting in more confusion, wasted time, and perhaps late payments in the future.

Using digital invoicing, on the other hand, can reduce payment duration, minimize errors, and streamline your process, ultimately saving you time and money. Faster payments put you in good books with suppliers and partners and can save you money on late fees. You could even save money by taking advantage of vendor early-payment discounts.

Digital invoices are also easier to track and store because they are digital, and we employ a secure cloud-based solution, which allows you and your staff to access the invoices from any location. There will be no more filling cabinets in rooms or dealing with inter-office correspondence that gets lost in the shuffle, resulting in duplicate documents and ambiguous statuses. Instead, team members can quickly check the progress of any invoice, making everyone's lives easier.

2. Improve Insights

Custom dashboards with a clear view of the payment cycle are available with AP automation systems. The accounting team can see where the invoice is blocked and who to contact if there are any delays. The AP automation software moves the entire system to a secure cloud, allowing users to monitor real-time data from any location. This automatic analysis and reporting solution will assist you in keeping track of your entire process from beginning to end.

3. Automate Workflow

Though the above solutions will assist in streamlining operations, they will only get you so far. Although streamlining reduces redundancy by consolidating procedures and centralizing information, processes may still rely on human fulfillment of activities such as data entry and approvals. Automation is essential for ensuring that these procedures are efficient.

For example, you may still be entering invoice information by hand, raising the likelihood of data inaccuracies and consuming a significant amount of team members' time.

However, an automated invoice system like Hermes-AP automation software automatically transfers data from the invoice — often through — into your system. This software generally provides automation, such as precise invoice tracking and automated approvals.

4. Enhance Your Accounts Payable Process  

Reorganizing and standardizing your AP workflow is another excellent strategy to optimize your accounts payable process. A robust structure for all your procedures will ensure that no balls get dropped along the way. Several AP processes can be improved.

Even with organizations that already have a purchase ordering system, some invoices must be coded and validated before payment can be issued.

The advantage of using AP automation is that it simplifies online coding for non-finance users by offering sensible defaults and lists.

The AP staff saves time that would have consumed checking (and perhaps rejecting) paper forms, making the process much speedier.

Implementing will result in speedier accounts payable process improvement.

5. Set up Reminders for Payments

Another simple technique to optimize the accounts payable process is calendar reminders for payment due dates. With a busy reports payable department, you're probably processing multiple payments on different deadlines, so while it may seem like a simple step, reminders are critical to on-time payments and keeping goodwill with suppliers.

You can do it straight in a calendar program. There are numerous options for configuring the optimal calendar alerts for you and your organization. Alternatively, some accounts payable systems include built-in reminders that connect with your calendar. Whatever method you use, make sure to include all necessary payment details and final due dates in the reminders.

How Do You Manage Accounts Payable Effectively?

Automation frees the AP team from nurturing and building the most critical supplier relationships. Analysis of spend using AP Automation can also position your company for future pricing and discount negotiations. The ultimate goal is to propose recommendations for improving accounts payable processes.

Accounts Payable Automation Improves Accounts Payables can be a time-consuming and costly procedure. However, an AP Automation system can simplify business procedures, resulting in cheaper costs, faster payment cycles, decreased employee input, enhanced control, and better supplier relationships.

If you want to eliminate your paper trail, avoid costly duplicates or late payments, and cut your processing costs, even more, an AP automation solution could be the answer.

As an expert AP Automation partner, documentation can provide information about the potential of best practices and assist in assessing the strength of a business case for automation.


Accounts payable software can drive your company to new heights while eliminating shortcomings. The most promising features can reduce invoice processing costs and increase employee morale. Connect with Hermes- AP automation software if you want your company's best accounts payable automation software and want to stand out in the industry by providing unique services to your clients.

Hermes Account Payable Automation

Mohan Krishna

Go-to expert on financial engineering, Compliance management, and financial solutions.

Mr. Mohan is the Vice President of Finance at Calpion Inc. He brings over two decades of experience in financial solutions, compliance, taxation, and funding.

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