How Finance Teams Automate Accounts Payable End-to-End

Automate account payable to streamline invoices, approvals, ERP integration, and compliance while reducing errors and processing time.

Due to an increasingly digital business landscape, financial organisations face continual pressure to accelerate invoice processing, minimise errors, and ensure regulatory compliance. However, many businesses still utilise manual processes for invoice processing, e.g., manual entry into spreadsheets and using email or paper-based systems for approvals. By automating the Accounts Payable (AP) process—including invoice capture through to payment and record-keeping—finance professionals can streamline this traditionally labour-intensive, error-prone, and paper-based process into one that is accurate, efficient, and entirely electronic.

Automation technologies such as Intelligent Document Processing (IDP), Business Process Management (BPM), ERP integrations, and Document Management Systems (DMS) allow finance teams to completely automate the end-to-end AP process, thereby allowing organisations to save time, reduce costs, and increase visibility into their overall financial position.

Why Accounts Payable Is Still Manual in Many Companies

Even with advancements made in technology, accounts payable is still manual across many organisations. Many finance teams continue to receive invoices in multiple formats (paper, PDF, email attachments), so there is little standardisation accomplished.

Two primary reasons for manual processing occur in tertiary accounts payable are legacy processes with physical invoices, email approvals and manual entry, and a lack of systems integration. Many organisations have separate systems for invoice processing, approvals and accounting, which causes disconnected workflow and causes finance personnel to spend too much time converting data from one system to another.

Resistance to change by organisations also contributes to accounts payable not being automated. Many organisations are hesitant to automate accounts payable because of costs, implementation complexity and time required to train employees on new software. Long-term benefits of automating accounts payable greatly exceed the initial effort required (both organisationally and personally).

Traditional AP Workflow (Pain Points)

There are numerous manual steps to the typical workflow of accounts payable, introducing significant delays and risk exposure.

First invoices are received through either physical or email, finance employees must then manually download or scan any invoices, putting them into spreadsheets or accounts payable.

The second invoices are then emailed to obtain approval (an email chain). Approval of invoices often takes longer than necessary because an approver may not see an email with the invoice, if they are out of the office, they may overlook the attachment, or simply forget to reply.

Third, once approved, the data is manually entered into the ERP system. Manual entry increases the risk of errors, such as incorrect amounts, duplicate entries, or missing information.

Finally, invoices will be stored in files or shared folders for future audit or compliance requests, but this will take time and may not be efficient.

These manual procedures lead to slower processing periods of invoices in general, increased cost of doing business, and increased risks for issues with compliance.

Automated AP Workflow (Step-by-Step)

Managing accounts payable is much easier with an automated system that allows finance departments to complete all tasks related to AP quickly and efficiently.

Invoice Capture (IDP)

The initial step in automating the system is to capture the invoice using Intelligent Document Processing (IDP). The IDP takes invoices from a third-party email, uploads, or scan, captures them digitally, and stores them electronically.

By automating the process of collecting invoices, they will be retrieved and prepared for processing immediately, rather than having to wait for an employee to download them.

Data Extraction & Validation

When an invoice is received by the AP automation system, it automatically retrieves the information from the invoice and extracts key pieces of information, including vendor name, invoice number, price, and due date.

There are many advanced validation rules that will automatically validate such data as whether or not an invoice is a duplicate, if there is a disagreement between the amount on the invoice and the amount on the purchase order, or if there is any missing information. This helps ensure accuracy of data and avoid mistakes that could cost large amounts of money.

This step eliminates the manual entry of data, which considerably reduces work and increases accuracy.

Approval Workflow (BPM)

Following the confirmation that an invoice should be processed, it will begin the Approval stage through the use of BPM (Business Process Management).

The system will route invoices to the appropriate approvers automatically based on existing Business Rules – for example, depending on department, amount, or vendor.

By receiving Electronic Notifications, approvers will be able to approve or reject invoices electronically. Also, automated reminders will be sent to ensure there are no delays in the approval of an invoice.

This will eliminate the requirement for emailing an Approvals Request and provide a complete view of the status of an invoice Approval Request.

ERP Integration

Invoices, once approved, are automatically imported into the ERP application, and then the manual entry of those invoices is no longer necessary, greatly reducing errors and saving time. When integrated, the financial records are updated instantaneously.

Integration also provides finance teams with a way to plan and schedule payments and keep accurate records in their accounting system.

Archival (DMS)

After processing, invoices are also automatically archived within a Document Management System (DMS).

The DMS will securely store the invoices forever and can be accessed easily when needed. Therefore, it facilitates compliance and simplifies the audit process.

Archiving digitally will eliminate the need for physical storage and improve accessibility to documents.

Benefits of AP Automation

Implementing accounts payable automation provides several important benefits for finance teams.

Faster Processing

Automation significantly reduces invoice processing time. Tasks that previously took days can now be completed in hours or minutes.

Finance teams can handle more invoices without increasing staff.

Fewer Errors

Automation eliminates manual data entry, which reduces human errors.

Duplicate detection, automatic validation, and system checks ensure high accuracy.

This prevents overpayments, duplicate payments, and financial discrepancies.

Audit Readiness

Automation creates a complete digital audit trail.

Every action—from invoice capture to approval—is recorded automatically.

Finance teams can easily retrieve invoices and approval history during audits.

This improves compliance and reduces audit stress.

How Snoh Fusion + Snoh Flow + Snoh Docs Work Together

he combination of Snoh Fusion, Snoh Flow, and Snoh Docs offers you a reliable automated accounts payable system.

Snoh Fusion is responsible for prompting invoice capture, utilising Intelligent Document Processing technology (IDP) to capture information from invoices. Once the invoice is received, Snoh Fusion reads the invoice, extracts any data and prepares it for workflow processing.

Snoh Flow assists in the tracking, routing, and maintenance of all approvals for each invoice as it goes through the approval process. Using Business Process Management technology (BPM), Snoh Flow allows approvers to receive their invoices to approve, track the approval process, and ensure it’s processed on time.

Snoh Docs provides all documents securely stored with appropriate archiving methods. All invoices are digitally stored with appropriate storage mediums; therefore, the invoices can be retrieved whenever needed.

Using Snoh Fusion, Snoh Flow, and Snoh Docs provides a total automated life cycle for your accounts payable from the point at which invoices are captured and digitised through the point at which invoices are archived.

Thus, the integrated systems build an improved level of productivity, accuracy, and compliance in the accounts payable process.

Conclusion

Automated accounts payable processes are not just an option anymore; they are a requirement for modern finance teams.

The traditional check writing method of processing accounts payable is slow, error-prone, and time intensive. By automating accounts payable with modern technology, organizations convert accounts payable from a slow, error-prone process to fast, accurate, and completely digital processes.

Finance teams today can utilize various platforms such as Intelligent Document Processing (IDP), Business Process Management (BPM), Enterprise Resource Planning (ERP) integration, Document Management System (DMS), and other financial automation solutions that will help them automate their end-to-end accounts payable processes.

Snoh Fusion, Snoh Flow, and Snoh Docs are examples of platforms that will enable organizations to implement a total financial automation platform; thus, reducing cost, improving efficiency, and ensuring compliance.

As we have seen during the recent economic downturn, financial automation will continue to play an important role in the development of finance operations that are smarter, more efficient and effective as businesses grow.

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