Often, there are companies that become interested in the automation of accounts payable , and even decide to implement it, without having a clear vision or sense of how their AP process is going to be from that moment on, nor how it will affect their employees.
At the same time, there are AP managers and professionals who do not even consider taking this step for their company because they have a complex image in mind, and do not see the consequences that this change can bring to process that are functioning, more or less, well.
Benefits of Automation of Accounts Payable
In both cases, we should consider one of the principle facets of accounts payable automation:
User-Friendly
A user-friendly layer over a complex system. Evidently, we are speaking about an adequate software or automation solution. With a good AP automation solution, all the complexity and strength of the development, that carries out quickly and efficiently the invoice workflow functions is underneath a layer of that is user-friendly and functional that will transform the way the department works forever. And this facet is especially highlighted in demos and presentations of this type of solution.
Externalization
Another facet of the automation process that is little known, but of great value, is the possibility to combine it with the externalization of different tasks, such as the first part of document management related to the receipt of paper invoices and their digitalization; account codification; the tasks of manual matching; exception resolution or provider attention, achieving an improved efficiency in the cases (each time less and less) of this format. There are solutions that integrate this possibility within their offer, contributing to a better integration and a cleaner process.
Time
One facet that is becoming more relevant in relation to the increasing consideration of its true value for the company in making use of human resources in a more strategic dimension rather than in boring and repetitive tasks, is time. Automation means liberating an important percentage of time of the department’s employees, which means, once implemented, this time can be dedicated to processes which are more wide- ranging and related to a constant improvement of the value of the accounts payable department to the company.
Once at this point of adopting an automated solution, to not lose focus, it is recommendable to pay attention to two simple questions:
- Measure times before, in the period immediately after implementation, and once normalized.
– Depending on the time available during the adaptation period, draw up a task plan or roadmap to invest the extra time that is becoming available in short- and medium-term activities that could lead to better adaptation or open up new avenues for improvement and optimization of specific areas. And once automated functioning has been normalized, it is advisable to establish a long-term strategic plan that includes training and professional techniques for creative thinking, networking, etc.
Multi.departamental
Finally, it is important to consider the multi-departamental facet of implementing an automated accounts payable solution. The change brings a new model of collaboration and relationships between departments in the company, and this means that the decision should be taken from this perspective. It is not a decision that should be taken just because it is considered convenient by the IT department or the CFO. In the majority of cases, a more integral view helps the automation lead to a total improvement for the whole company.
