In the earlier parts of our Accounts Payable (AP) transformation series, we explored the structure of the P2P cycle, key AP milestones, and the operational groundwork behind invoice processing. In Part 5, we take a forward-looking approach: what happens when you evaluate your AP process critically and apply the right mix of intelligent automation?
Every organization, regardless of size or industry, encounters friction points in its AP process. Whether it’s delayed approvals, manual data entry, or inconsistent validations, these challenges are more common than you might think. That’s why a comprehensive process assessment is essential – it highlights inefficiencies at every milestone, paving the way for actionable improvements.
Tactical Automations: Building Efficiency with What You Already Have
Many AP teams still rely on spreadsheets and Access databases for tracking and reporting. While these tools are powerful, they often demand significant manual effort. Tactical automations can bridge this gap. Using macros and scripts in Microsoft Excel or Access, you can automate repetitive tasks like data consolidation, report generation, and reconciliation. These lightweight, cost-effective solutions bring immediate productivity boosts without the need for large-scale system changes.
Robotic Process Automation (RPA): Let Bots Handle the Repetition
When processes are rule-based and repeatable, Robotic Process Automation becomes a game changer. RPA can streamline invoice validation, duplicate checks, and even posting activities. The real flexibility comes in how bots are deployed.
In some cases, bots work side-by-side with AP personnel, handling tasks like invoice data entry while the human handles exceptions. In others, bots run entirely in the background, processing batches of invoices without any real-time oversight. There’s also a middle path – bots operate in the background but pause for human intervention when the logic detects anomalies or gaps. This hybrid approach balances speed with control, ensuring that human oversight is applied only when truly needed.
Artificial Intelligence: Smarter Systems for Smarter Decisions
While RPA is great for structured, rule-based processes, Artificial Intelligence (AI) is ideal for managing unstructured data and more dynamic workflows.
Generative AI creates intuitive interfaces between systems and humans. By using natural language processing, these tools allow users to interact with systems in everyday language – whether querying invoice status or uploading receipts. AI also shines in extracting insights from unstructured formats like emails or handwritten documents, further reducing manual effort.
Machine learning, a subset of AI, uses large volumes of historical data to identify patterns and optimize processes. For example, it can flag outlier invoices that may indicate fraud or errors, or categorize invoices automatically based on past behaviour.
Predictive analytics takes it a step further by forecasting trends. In the AP space, this might look like identifying vendors likely to submit late invoices, projecting future cash outflows based on historical payment cycles, or even prioritizing invoices that offer early payment discounts based on past behaviour.
Transforming AP with a Smarter, Scalable Foundation
When applied thoughtfully, automation and AI don’t replace people – they empower them. By freeing AP teams from mundane tasks, these technologies create space for more strategic work: analysing spend, managing supplier relationships, and driving financial insights.
At Right Path, we believe every AP transformation journey begins with clarity. Our Free Procure-to-Pay (P2P) Assessment helps you evaluate current processes, uncover automation opportunities, and design a smarter, scalable AP function tailored to your business.
Explore our website to learn more and claim your free assessment today. Let’s shift AP from reactive taskwork to proactive performance.
