We process 1.5 billion invoices every year, using machine learning, natural language processing and AI to provide customers with up to 91% reduction in invoice processing costs. Be strategic about the arrangement of different steps, actions, and decisions that individuals follow to efficiently and effectively complete invoice processing in your organization. Customizing a workflow involves adapting and configuring the workflow to match the unique requirements, preferences, and constraints of your situation. Automation provides real-time tracking and reporting on the status of invoices. This visibility into recording transactions the invoice lifecycle helps businesses keep track of outstanding payments, forecast expenses, and make more informed financial decisions.

Most Advanced Accounts Payable Automation Vendors in 2025

Before migrating to the new system, ensure your current invoice data is clean and accurate. Remove duplicates or outdated information and organize your data in a standardized format. Intuit helps put more money in consumers’ and small businesses’ pockets, saving them time by eliminating work, and ensuring they have confidence in every financial decision they make. Once approved, the system then automatically carries out digital payments with credit cards, BECS or other payment systems like PayPal. It matches invoices to purchase orders and payment terms, ensuring that all supplier invoices are paid correctly and on time.

How to Automate Your Invoicing Process and Save Time

This can be especially beneficial if you have remote workers or if you need to access your invoices while on the go. On top of that, it can be a cost-effective solution as it eliminates the need for physical storage, such as filing cabinets or external hard drives, for all your business documents. Tracking and analyzing the data within your invoice processes will help you gather information and make secure financial decisions. AI agents automatically match invoices with corresponding purchase orders and receipts, streamlining reconciliation and reducing the risk of discrepancies. Organizations can reallocate resources to strategic initiatives, enhancing overall productivity and profitability.

How To Implement Artificial Intelligence In Your Invoice Processing Workflow

Look for a program that is multilingual and accounts for country-specific VAT regulations. The ability to sell products and process them globally does wonders for expanding operations. An integrated solution allows you to control the complexity of business on a global scale. If intelligent, fully-automated invoice processing is a business goal for your company, learn more about Tipalti’s invoice processing solution. Brex takes integration seriously, too — utilizing secure and reliable APIs to directly connect with your accounting system.

Five steps for invoice processing

With configurable options, you can select your vendor’s preferred payment method and set timing that aligns with your financial strategy for seamless payment execution. Automated processing offers visibility into upcoming payments and outstanding invoices, Legal E-Billing giving you a clear view of cash flow. Real-time visibility enables your team to manage cash flow more effectively and optimize financial planning for stability and resilience. Automated invoice processing offers several benefits that optimize your AP operations.

For example, companies that use how to automate invoice processing Brex bill pay’s invoice-capture technology are saving hours each month with up to 10x greater accuracy compared to manual entry. The automated invoice entry method uses software to capture invoice data, extract essential details through OCR data capture, and validate the information against predefined rules. This data is then automatically entered into your accounting or ERP system, streamlining the process and minimizing manual input errors. AI-based invoice processing uses machine learning algorithms to accurately extract data from various invoice formats. This technology eliminates errors common in manual processing by validating information against purchase orders and contracts. Additionally, AI learns from historical payment trends to improve its ability to detect discrepancies, flag duplicates, and identify potential fraud.

• With paperless AP, you eliminate printing, mailing, and storing physical invoices, cutting costs and increasing efficiency.
• The invoice automation system initiates the payment process based on the predefined payment terms and methods.
• Once approved, the system then automatically carries out digital payments with credit cards, BACS, or other payment systems like PayPal.
• By embracing AI-powered invoice processing software, companies can streamline their accounts payable workflows, reduce costs, and improve supplier relationships.

Fewer lost and misplaced documents

Digital accounting workflows in place of manual workflows increase visibility across the process. Management can monitor business processes in real-time for data-driven smart decisions. Manual methods of invoice processing are inadequate in providing a seamless vendor management experience. Invoice processing automation simplifies and streamlines the tasks in invoice processing. Streamlining accounts also involves identifying and eliminating potential sources of errors, while standardizing processes ensures that tasks are carried out in a consistent manner. When workflows are optimized, decision-making becomes more straightforward and tasks completed faster, ultimately boosting productivity.

• Lengthy approval workflows, manual data capture methods, and outdated accounting systems ultimately slow your business down.
• In 2024, over 75% of forward-thinking companies are using some form of invoice automation, with mobile approval workflows becoming the standard for businesses of all sizes.
• This will all help paint a clear picture of inefficiencies and areas for improvement, guiding you to select the right automated solution that can address your specific pain points.
• A sample conditional invoice routing is from a manager (for review), sent as an email.
• The last part of the workflow is to monitor the performance and effect of your system continuously.

Consider various training formats, such as hands-on workshops, online tutorials, and user manuals. Encourage team members to ask questions and share their feedback during training sessions. Ensuring your team feels confident in using the new system will enhance adoption rates and improve overall efficiency. Choose a small subset of invoices and run them through the automated system to test its functionality. This trial phase will help you identify any technical issues, usability concerns, or integration problems that may arise.

How to implement an automated invoice process in 6 steps

Timely and accurate payments facilitated by AI improve supplier relationships. Efficient procurement workflow automation leads to better terms, discounts, and collaboration opportunities. They cannot adapt to new document types or rectify recurring errors without manual intervention. If you are still digitizing your business, an enterprise resource planning tool is one of the better options today. Certain ERPs will have built-in APIs that bridge even older systems to your more comprehensive network with minimal fuss. Getting multiple brands, tools, and software to talk to each other can be challenging.