AP automation for Exact – best accounts payable software

automation — Quick definition and market context

Automation in the context of accounts payable means removing manual data entry, routing approvals, posting to the ledger and triggering payments with software. In practice, automation reduces repetitive manual tasks and shifts the accounts payable process from paper and email to an end-to-end digital flow. For Exact customers this means fewer keystrokes, fewer exceptions and faster posting to the GL. First, automation targets the core steps: invoice capture, matching, approval and payment execution. Then it extends to analytics, fraud detection and supplier self-service.

Market context matters because adoption rates and vendor maturity affect selection. Gartner expects the AP automation market to grow strongly through 2026, with market projections near US$1.75 billion and a CAGR around 14% [Gartner forecast]. Meanwhile, many finance teams anticipate more digital change soon: 17% of finance professionals expect full automation within 6–12 months [DocuClipper]. These trends push software vendors to offer deeper ERP connectors and smarter workflows.

Measurable outcomes make the business case concrete. Companies report error rates under 0.5% after introducing automated capture and matching [KlearStack]. A CFO quoted an average 80% reduction in invoice processing costs after AP automation [PayStream Research]. Those figures show why many finance leaders prioritise a modern AP system: to reduce costs, to reduce the risk of errors and to improve visibility and control.

For Exact users, the choice of automation platform should focus on practical integration with Exact Online or the ERP or accounting system already in place. Also evaluate security, support SLAs and how the automation solution handles multi-currency transactions and local tax rules. Finally, remember that adopting automation is not only technology selection; it is also a change program that removes manual work and returns valuable time to the finance team.

ap automation software — How to choose the right AP automation software for Exact

Choosing the right ap automation software for Exact starts with clear selection criteria. First, confirm native Exact Online integration or a robust API connector. Second, check invoice capture accuracy and OCR performance for complex templates and supplier formats. Third, ensure approval routing is customizable and supports automated escalation. Fourth, confirm payment execution fits your banking and currency needs. Finally, validate scalability so the solution can handle growing invoice volume as the business grows.

Key vendor checks matter. Vendors known to work with Exact include Basware, Tipalti, Stampli, Rillion and AutoEntry, though some require middleware while others offer native connectors. For each vendor, test a live data sync to Exact’s ledger and validate GL mappings, posting behaviour and purchase order ties. Also request evidence for improving data accuracy and support for local VAT or GST handling.

Practical checks reduce risk: run a pilot with high-volume suppliers, verify SLA response times, and measure onboarding time. Ask for a full breakdown of cost: the pricing model, implementation fees and ongoing licence or transaction charges contribute to total cost of ownership. Don’t forget compliance: confirm data encryption, audit trail capabilities and how the ap automation software handles retention rules. If you use QuickBooks Online or Netsuite in parts of the business, check bi-directional integration options to avoid duplicate entries.

Beyond connectors, evaluate features you need such as two- and three-way matching, vendor portals, automated PO matching for invoices against purchase orders and advanced approval workflows. Also assess how the solution supports procurement processes and spend management. If your finance team depends on email-bound invoices today, ask vendors how they will reduce manual data entry and manual tasks while preserving control for approvers.

accounts payable — What part of core ap gets automated first and why

When companies automate accounts payable, they usually start with invoice capture. Automating invoice capture removes manual data entry and accelerates invoice processing. OCR and AI data capture extract invoice fields, then the system validates supplier details and purchase order numbers. This single step reduces human error and increases straight-through processing rates, so teams can process every invoice with less touch.

Next, organisations turn to PO matching and GL posting. Automating invoices against purchase orders resolves common exceptions early and reduces disputes with suppliers. Three-way matching—invoice, purchase order and goods receipt—eliminates mismatches before approval. Then the ap process posts to the ledger automatically, maintaining accurate GL balances without repeated manual reconciliation.

The reason for this sequencing is simple: automating capture and matching yields the biggest drop in manual work and the fastest ROI. With those pieces in place, you can expand to payment scheduling and automated payment execution. This phased approach keeps rollout manageable and reduces operational risk.

Effect on roles is direct. Finance staff shift from processing to exception handling and analysis. The accountant gains cleaner audit trails for each transaction, which simplifies audits and improves compliance. Approvers get clearer, rule-driven approval workflows and fewer interruptive emails. Also, supplier interactions improve because faster invoice processing leads to more predictable payments and stronger vendor relationships.

Many modern AP projects aim for touchless invoicing: move from paper and email to an audit-ready, digital flow that handles the majority of invoices automatically. To achieve that, focus on improving invoice data quality, enforcing purchase order discipline in procurement and integrating the AP system tightly with Exact Online or your ERP for real-time posting and reconciliation.

accounts payable automation — Implementation and integration with Exact

Integrating accounts payable automation with Exact requires careful planning across technical and process layers. Typical integration points include the supplier master, purchase orders, invoice posting, payment files and the GL. Syncing supplier records reduces duplicate vendors and supports automated matching against purchase orders. Also, confirm that the ap automation solution can export payment files in the bank’s preferred format and post payments back to Exact Online.

A stepwise rollout works best. Start with a pilot that targets high-volume suppliers and routine invoices. Then expand to cover all invoice types and add payment automation. Finally, introduce spend controls and advanced analytics. This phased approach reduces risk, lets you measure ROI early and keeps the finance team engaged.

Before go-live, validate key mappings: supplier codes, cost centres, account numbers and tax fields. Also confirm how exceptions are handled; define approval routing and how an exception moves from the queue to the approver. Test reconciliation flows so bank payments reconcile to Exact’s ledger without manual intervention. Don’t forget to test edge cases, such as invoices in multiple currencies and intercompany billing.

Avoid common pitfalls by documenting data transformation rules and confirming audit trail requirements. Ensure the ap automation solution supports secure APIs and data encryption. If middleware is needed, check that it preserves invoice data and audit trail metadata during transfers. For teams that handle high email volumes or complex exceptions, consider combining AP automation with no-code AI email agents so your ops can automate vendor correspondence and reduce response time; see how virtualworkforce.ai streamlines email-driven workflows for logistics and operations ERP email automation for logistics.

Finally, involve IT early to approve connectors and to set governance. Document the escalation path for failed syncs and define SLAs for vendor onboarding. With careful integration planning, you can move from traditional accounts payable to a modern ap that posts reliably to Exact and provides better visibility and control across the finance team.

approval — Designing approval workflows and AP automation features that work

Approval workflows must balance control with speed. Design rules that route by amount, cost centre or invoice type, and include automated escalation if approvers do not act. Good approval workflows reduce delays and preserve an audit trail for every decision. They also support compliance by keeping approvals tied to the invoice and the PO.

Useful ap automation features include AI data capture, automated 2- and 3-way matching, exception queues and vendor portals. These features you need help reduce manual processes and speed approvals. For example, AI can pre-fill invoice fields and surface likely matches, while an exception queue directs only problematic invoices to human approvers. Vendor portals allow suppliers to submit invoices directly and check payment status, cutting email traffic.

When designing workflow rules, map approvers to business rules and maintain flexibility with customizable routing. For low-value invoices, allow automatic approval if matching succeeds. For higher-value items, require dual approval or additional procurement sign-off. Also enable in-system comments so approvers can leave context without forwarding PDFs by email.

Security and compliance matter. Ensure the ap automation solution logs every action so auditors can reconstruct who approved what and when. Confirm that approval workflows meet internal controls and external audit requirements. Data encryption and role-based access help protect sensitive invoice data. Additionally, if your procurement processes include supplier onboarding checks, integrate those controls into the approval flow to prevent payments to unverified vendors.

Finally, train approvers and the accounts payable team on the new workflows. Provide short reference guides and regular reporting that shows the benefits. When approvers see fewer low-value decisions and faster payment cycles, they gain confidence in the system and the whole AP function improves.

benefits of ap automation — ROI, ap operations and finance team gains

The benefits of ap automation show up across cost, speed and control. Quantified ROI examples include lower cost per invoice and faster cycle times. Many CFOs report ≈80% savings in invoice processing costs after implementing automation [PayStream Research]. Error rates can fall to under 0.5% with automated capture and matching [KlearStack]. Those numbers translate into reduced disputes and better supplier relations.

Operational gains matter too. Automation increases straight-through processing rates and reduces manual data entry and manual tasks. The accounts payable team spends less time on low-value work and more time on strategic activities like spend management and exception resolution. Also, modern AP systems include anomaly detection powered by AI that helps reduce fraud risk and flags unusual invoices before payment.

Track KPIs such as cost per invoice, cycle time to payment, exception rate, straight-through processing rate and days payable outstanding. These measures show performance improvements and support continuous optimisation. For Exact customers, real-time visibility into payables improves cash flow decisions and treasury management. A single source of truth in Exact or the ERP makes reconciliations faster and reporting cleaner.

Beyond efficiency, automation supports scalability. As invoice volume rises, an ap automation solution scales without proportional headcount increases. This helps small businesses through to mid-market firms as the business grows. Also, integrated systems ease complex tasks like multi-currency payments, intercompany invoicing and compliance across jurisdictions.

Finally, consider the softer wins: better vendor satisfaction from predictable payments, fewer late fees and improved relationships. If your organisation struggles with email-driven invoice queries, combine AP automation with no-code AI email agents to reduce response time and free up valuable time for the finance team how to scale operations without hiring. Use these gains as the basis for an ROI case and for selecting the right ap automation solution for Exact.

FAQ

What is AP automation and how does it help Exact users?

AP automation is the use of software to capture, route and pay invoices with minimal manual intervention. For Exact users it speeds GL posting, reduces manual data entry and improves visibility and control across payables.

Which parts of the accounts payable process should I automate first?

Start with invoice capture and PO matching because they deliver the fastest ROI and cut exceptions. Then automate GL posting and payment execution to close the loop.

How do I confirm a vendor offers a native Exact Online connector?

Ask the vendor for a technical integration guide and a demo showing live posting to Exact Online. Also run a short pilot and validate field mappings and reconciliation flows before purchase.

Can AI improve invoice processing accuracy?

Yes. AI and OCR improve invoice capture and reduce human error by extracting invoice data automatically and learning from corrections. This yields higher straight-through processing rates and fewer exceptions.

What KPIs should finance leaders track after implementing AP automation?

Track cost per invoice, cycle time to payment, exception rate, straight-through processing rate and days payable outstanding to measure ROI and operational gains.

Is it risky to let the AP system handle payment execution?

Payment automation can be safe if you enforce role‑based approvals, dual controls and secure payment file formats. Ensure logs and audit trail records capture every approval and payment event for compliance.

How does AP automation affect supplier relationships?

Faster, more accurate invoice processing reduces disputes and shortens payment cycles, which improves supplier satisfaction and can create opportunities for discounts or better terms.

Do I need middleware to connect AP software to Exact?

Some vendors offer native connectors while others rely on middleware. Test data syncs during procurement and confirm that the solution that supports your exact ledger structure preserves the audit trail and invoice data.

Can AP automation help prevent fraud?

Yes. Modern AP systems use anomaly detection and rules to spot unusual invoices, duplicate payments or mismatched data. Combined with approvals and audit logs, this reduces the risk of errors and fraud.

How can my finance team reduce manual processes further after automation?

Combine AP automation with process changes like enforced PO usage and vendor self-service. Also use no-code AI email agents to cut time spent on supplier emails and to free up valuable time for analysis and control automated logistics correspondence.