Accounts Payable Automation Solutions

Automate your accounts payable processes using the tools you already rely on – eliminating manual errors, accelerating approvals, improving accuracy, and reducing costs.

We automate invoice reading and data extraction from incoming invoices, seamlessly feeding the information into your existing systems and workflows – without introducing any new programs.

AUTOMATION SOLUTIONS

Seamless Automation for Your AP Workflows

Accounts Payable (AP) is a crucial function for businesses of all sizes and is often one of the first areas to be outsourced in large organizations due to its manual and repetitive nature. However, with today’s technology, there is a smarter way to manage AP.

Our AP automation solutions revolutionize how companies handle invoice intake, approval workflows, and posting by integrating directly with your existing tools and systems. Utilizing advanced AI and large language models (LLMs), we can read and extract data from invoices, even those in new or unfamiliar formats, and automatically match them to purchase orders and goods receipts. This process leads to faster approvals, fewer errors, and timely payments without any manual effort.

The proof is in the numbers

Additional programs
or apps to learn

50%+

Time and cost savings
guaranteed

100%

Money back if we don’t deliver results

Average ROI
(months)

What sets us apart?

We don’t replace your accounting systems – we enhance them. Our software robots operate in the background to read invoices, extract key data, and input it directly into your workflows. There’s no need for new software, extra training, or disruption – just smoother and quicker AP processes with fewer errors.

As with all our solutions, we offer a guarantee: achieve at least 50% in time or cost savings, or receive 100% of your money back.

Automation of Accounts Payable - Key Benefits

Eliminate Manual Data Entry

Accounts payable (AP) automation captures and extracts invoice data using AI and optical character recognition (OCR). This process eliminates manual entry, reduces errors, and saves hours of repetitive work. As a result, your team can concentrate on analysis and managing exceptions rather than dealing with paperwork.

Reduce Operational Costs

By automating processes such as approvals, invoice matching, and data posting, companies can lower overhead costs, avoid late fees, and streamline staffing requirements. Automation leads to long-term cost savings without the necessity to expand headcount or infrastructure.

Accelerate Invoice Approvals

Intelligent routing and automatic matching of invoices against purchase orders or goods receipts help speed up the approval cycle. This efficiency reduces bottlenecks, ensures timely payments, and strengthens relationships with suppliers.

Enhance Accuracy and Compliance

Automation significantly minimizes common errors, such as duplicate payments or incorrect entries. With consistent processing and digital audit trails, your business remains compliant and well-prepared for both internal and external audits.

Accounts Payable Automation Solutions

We help you

Automatically capture and read incoming invoices using OCR and AI to extract key data like supplier info, amounts, dates, and line items
Post invoice data directly into your accounting systems, including GL coding and automated matching with purchase orders and goods receipts
Set up smart approval workflows based on invoice value, cost center, or vendor-with automatic routing and exception handling
Enable three-way matching (invoice, PO, and goods receipt) to prevent errors and unauthorized payments
Schedule payments with built-in controls for early payment discounts and fraud detection
Generate real-time reports on payables, approval statuses, and cash flow via customizable dashboards
Process both digital and scanned invoices from email attachments, portals, or manual uploads
Integrate with procurement, finance, and ERP tools to unify your accounts payable data and improve audit readiness

No new software. No retraining. No disruption.

Our approach is tailored for teams looking to modernize their existing accounts payable (AP) processes rather than replace them. There are no new systems to implement and no extensive retraining required. You can achieve faster and more efficient payables through automation that operates seamlessly in the background.

Our Expertise

We assist businesses in automating their accounts payable operations by integrating intelligent automation directly into the tools and systems they already use. Whether you are using Outlook, Excel, shared drives, or an ERP like QuickBooks or NetSuite, we streamline the reading of invoices and the extraction of data. This accelerates processing and approvals, ensuring timely payments without the need for new platforms or major workflow changes.

Schedule a FREE AP Audit

Let our experts evaluate your current accounts payable processes and provide you with a personalized, no-cost assessment. Discover how automation can help reduce manual tasks, improve accuracy, and lower processing costs.

Frequently Asked Questions About Accounts Payable Automation

1Can accounts payable be automated?

Yes, definitely. Accounts payable (AP) processes such as invoice intake, data entry, matching, and approval can be fully automated using AI and software robots. Automation removes repetitive tasks, reduces errors, and speeds up invoice processing without altering your existing tools.

2 How can you automate accounts payable processes?

There are two primary approaches. Some companies choose to implement third-party accounts payable (AP) platforms, but these often require significant system changes, lengthy onboarding processes, and additional training for staff.

Our approach is different: we utilize AI and automation to enhance the existing systems you already use. We automate tasks such as invoice reading, data extraction, coding, and approvals—all while working seamlessly in the background, ensuring there is no disruption to your team’s workflow.

3 Can AI read and process incoming invoices?

Yes, AI can read and process incoming invoices. We utilize robots and AI, including large language models, to extract essential data such as supplier information, amounts, and line items from PDF or scanned invoices. This information is then automatically entered into your accounting system, matched to purchase orders, and routed for approval.

4What tools can be automated within AP automation?

We automate AP processes across a variety of systems, including ERPs such as QuickBooks, NetSuite, and Sage, as well as Excel files, shared inboxes, and procurement platforms. Our solution integrates all these tools, allowing you to keep your existing setup without the need for costly replacements or restructuring.

5What sets your AP automation approach apart?

We focus on building automation around your current systems rather than selling you new software. This means there are no high expenses, no need for retraining, and no disruptions to your workflow. Our automated solutions operate seamlessly in the background, handling tasks such as data entry, three-way matching, and approvals. This allows your team to concentrate on addressing exceptions and developing strategies.

Automated Bank Reconciliation

Context

Our Swiss client utilizes a cloud-based accounting platform for their bookkeeping and maintains multiple bank accounts with PostFinance. Accurate and timely recording of bank statements in the accounting system is a critical component of effective cash management. Currently, this process is performed manually: an accounting clerk downloads the bank statement from the e-banking system in CSV or Swiss-standard formats (camt.053/camt.054), uploads it into the cloud accounting tool, and manually assigns the transactions to the appropriate accounts in the general ledger, customer ledger, or AP ledger.

Proposed Solution

To optimize this workflow, we propose the implementation of a intelligent automation solution to fully automate the bank statement integration and reconciliation process. The robot will:

Automatically download bank statements from the e-banking platform and upload them to the cloud accounting system.
Match incoming payments to customer invoices using structured reference numbers. In cases where a reference number is missing, the robot cross-verifies the payer’s name against the customer ledger to determine the correct posting.
Process outgoing payments based on the accounts payable (AP) payment run, assigning them to the corresponding entries in the AP ledger.

Post all remaining transactions appropriately to the general ledger in accordance with the organization’s accounting structure.
Reconcile the closing balance recorded in the accounting system with the bank statement balance.
Upon completion of the reconciliation, the robot generates a verification report highlighting any discrepancies, which are then routed to the accounting team for manual validation.

At month-end, a comprehensive reconciliation report is delivered to the accounting department. This includes monthly bank statements, detailed reconciliation to the general ledger, customer ledger, and AP ledger. All supporting documents are archived in a secure repository for audit and compliance purposes.

Key Benefits

Up to 80% reduction in processing time and a significant decrease in error rates.
Human oversight limited to exceptions – typically fewer than 10% of transactions.
Reconciliation backup and bank statement copies are automatically archived as PDF files for audit readiness and future reference.

Systems Automated

Optimizing Order-to-Cash

Context

Our client distributes a wide range of wood products—including pallets, crates, and building and truss materials—across nearly all states in the U.S. Currently, the invoicing process is manual: invoices are created based on “completed load” reports from the dispatching system (Aljex) and sent to customers via email along with supporting documentation.

This manual workflow is time-intensive and prone to delays and errors. Moreover, data from the dispatching software (Aljex) must be manually reconciled with the accounting system, significantly increasing administrative workload.

Proposed Solution

To streamline operations and reduce manual effort, we implemented an automation solution using n8n, a flexible, cost-effective, and easily deployable automation platform. Key components of the solution include:

Automated Invoice Creation: Invoices are automatically generated in QuickBooks based on data received from Aljex via API integration.
Daily Confirmation Report: A bot generates a daily summary confirming that invoices have been successfully created for all completed loads.
Automated Email Dispatch: Invoices are automatically sent to customers. The system monitors for bounced emails and verifies that all messages have been successfully delivered.
Automated Reconciliation: Dispatch data from Aljex is automatically exported and reconciled with the accounting system to ensure completeness and accuracy.
Exception Reporting: A discrepancy report is produced, identifying any mismatches for further investigation.

Key Benefits

Up to 90% reduction in processing time with a significant drop in errors
Scalable and always-on solution – automation operates 24/7 without the need for manual intervention
Human oversight only where needed – employees focus solely on exceptions, typically less than 10% of the total volume

Systems Automated

Invoicing automation

Initial context

Our client processes between 80 and 100 invoices each month as part of their standard billing operations. The current process involves manually retrieving data from Abacus system (including billable hours, payroll counts, and fixed fees), preparing individual invoices in Excel, posting them into the Sage accounting system, and emailing them to clients. This repetitive and manual process consumes two full working days each month, carries a high risk of human error.

Proposed Solution

To streamline and optimize this process, VirtuDesk proposed the implementation of an attended solution that automates the end-to-end invoice workflow while maintaining human oversight at key control points. The robot will:

Retrieve relevant input data from Abacus and contract files to generate monthly Excel invoices and store them in a shared folder.
Post invoice entries directly into Sage, updating the customer ledger accounts and generating an activity log.
Create a reconciliation report comparing recorded invoices to posted entries, allowing for immediate review and validation.
Generate PDF versions of all invoices and send them to customers via a monitored functional mailbox.
Produce a report showing all sent emails, flagging any delivery issues such as bounced messages.
Provide intelligent insights, including revenue trends and variance analysis across periods, to support financial decision-making.

Key Benefits

The automation reduced manual effort by up to 80%, cutting the invoicing process from two full working days to just a few hours per month. It ensures improved accuracy and consistency, as all key actions are logged and reconciled. Human oversight is focused on reviewing discrepancies and validating outputs, allowing staff to shift attention to more strategic tasks. Additionally, the solution is fully scalable and audit-ready, with all documents and reports archived for compliance and future reference.

Systems Automated