The processes used by organisations for financial reconciliation have already been heavily automated. Automation technology has transformed how organisations manage their cash flow by reducing and simplifying the tedious processes across the accounts payable lifecycle. It has aided businesses in having better visibility into resource management, financial procedures, and operations. Additionally, automation improves staff productivity by reducing costs, errors, and processing times. However, automation typically is unable to leverage the important data to boost performance.

However, when automation technology is combined with machine learning and artificial intelligence, the entire system proves to be a gamechanger for all industries. It gives businesses’ accounts payable systems the ability to self-learn and empowers the business systems to expedite the process with essentially no human interaction.

There is still more to understand about how self-learning accounts payable systems alter the cycle of processing invoice payments.

What do automated static accounts payable mean?

Automation in the accounts payable cycle refers to the change from manual to automated data entry, disorganised to streamlined workflow, partial to end-to-end visibility, and slowed down to accelerated process times. Additionally, automation increases the cycle efficiency of the invoice payment process by removing all potential human interaction from the accounts payable process.

Static automation solutions, on the other hand, were unable to handle the process efficiently on their own as organisations grew in size and noticed a noteworthy increase in the volume, channels, and patterns of invoices. Businesses that have a variable and multi-pattern invoice inflow experience delays in multi-tier invoice approval turnaround times, accurate invoice matching, and exception handling. The ability to scale up static accounts payable solutions to meet business requirements is quite limited. It only works for businesses with a consistent process.

How are self-learning automated accounts payable systems different?

The heart of a self-learning accounts payable solution is its machine learning algorithms. This algorithm examines the data coming in from the invoices and uses it to speed up and improve the process. The combination of AI, ML, RPA, and data in this tech-driven automation process is known as hyper-automation.

The primary distinction between an AI-powered automated accounts payable system and a static automated invoice processing system is the intelligent extraction of structured and unstructured data from invoices.

The 3-way invoice matching process is an illustration of how automation, data, and machine learning may all be used together in accounts payable automation. The intelligent software solution will successfully match invoices to receipts and purchase orders given a set of AI rules, freeing up a significant amount of the AP team’s time.

The text is captured using OCR technology by an intelligent accounts payable system, however the key value pairs and tables are captured using a static automation approach based on templates. Therefore, an automation system backed by AI can quickly understand how the company processes bills. Additionally, its capacity for self-learning recognises trends and automatically applies the rules for the workflow in the future.

Additionally, using vendor information, keywords, and historical trends, the system will determine the type of invoice and, using AI, will do away with the tedious process stages. Then, this type of technology stands out in the market because to its capacity to precisely and automatically identify duplicate invoices and spot any fraud patterns.

A further aspect that has the potential to greatly increase the effectiveness of the corporate vendor invoice payment management process by exploiting data is the advanced integration capabilities with business ERP systems. To verify compliance, the system will use machine learning models to validate the data. Therefore, an intelligent accounts payable system may greatly speed up the cycle of processing invoice payments and continuously raise the effectiveness of the process.

Automation of accounts payable using AI and ML
  • Automation in invoice processing is greatly influenced by artificial intelligence and machine learning. Together, these technologies can triple efficiency and synergize the accounts payable cycle. Among the outstanding applications are:
  • Automated identification and extraction of necessary documents from invoices: Contracts, credit notes, and reminders may be received with invoices. Machine learning and artificial intelligence models can be used to train the systems to extract the most pertinent data from the appropriate environment and categorise it.
  • Intelligent business expense and revenue forecasting: AI-based accounts payable solutions give businesses the ability to foresee and organise their financial cycles. An accurate report of the process is provided by automated accounts payable system after analysis of balance sheet data and payment cycle.
  • Intelligent Fraud Detection: A increasing threat to the accounts payable process were fraudulent bills in the form of billing schemes, fraud invoicing, check fraud, fraud reimbursements, and double claims. However, self-learning AI-powered accounts payable systems with the ability to evaluate bills’ irregular behaviour could spot fraud right away and warn it.
  • Intelligent error detection: By inducing intelligence, intelligent invoice payment processing is able to detect errors such as duplicate data, data that has been lost, data that has been moved, and many other types of errors.
How do you pick the best automated invoice processing system?

Each firm operates differently and uses a different approach to managing its finances. Additionally, every company has a unique approach to accounts payable. Determining the optimal automated accounts payable system based on the requirements of your company is therefore crucial.

Before adopting an intelligent automated accounts payable solution for your company, creating an outline is the first step. Additionally, pay attention to the software’s ease of use and integration with your company’s ERP systems. Likewise, take into account systems that offer enhanced process visibility and service assistance through maintenance.

The full-cycle accounts payable process can be handled without any human assistance using a fully integrated and automated invoice processing technology like Applexus InSITE. Additionally, it offers superior security, guided setting, the ability to build up your own company rules, and additional assistance for easy invoice payment management.

However, automated and partially integrated solutions for processing invoice payments are also accessible. Companies can select the best option based on the business case for the financial processes.

The most recommended systems for processing automated invoice payments are those that continuously enhance financial procedures. Therefore, the optimal accounts payable solution for any firm is one that has self-learning capabilities, can scale as the accounts payable cycles experience significant workloads, and trains itself to improve the process thoroughly. Similar software that uses AI and ML to assist businesses improve their invoice payment cycle includes automated accounts payable solutions like Applexus InSITE.

We sincerely appreciate you taking the time to read our blog. Link: This was initially posted on the Applexus website.

Any questions you may have concerning Applexus InSITE, its capabilities, integration, or implementation are always welcome in the SAP Community.