The accounts payable process follows a series of steps, from receiving an invoice to making payment. Each stage presents its own challenges, particularly for businesses still relying on manual data entry and paper-based approvals.

Centralised Document Control for Regulatory Compliance

Invoice Receipt

Traditionally, invoices arrive via email, post, or fax. Without automation, AP teams must manually sort, log, verify and enter invoice data into their ERP or accounts system.

Common Challenges:

• High risk of human error when manually inputting invoice details
• Time-consuming data entry that slows down processing
• Lost or misplaced invoices, leading to late payments and supplier disputes

✅ How Automation Helps:
With TraX APA, invoices are automatically extracted from emails, read using intelligent OCR technology, and entered directly into the accounts system. No more manual data entry.

🔹 “Instead of spending hours entering data, we now focus on verifying discrepancies and ensuring accurate payments. It takes away all those headaches. In that regard, it’s brilliant.” — Tri Equestrian, Accounts Lead

Invoice Validation & Approval

Once received, invoices must be checked against purchase orders (POs) and goods received notes (GRNs) before approval. Manual approvals are slow, prone to errors, and create bottlenecks.

Common Challenges:

• Matching invoices to POs and GRNs is tedious
• Approval delays cause late payments and strained supplier relationships
• Fraud risk due to lack of visibility and controls

✅ How Automation Helps:

• Automated 3-way matching ensures invoices match purchase orders and delivery receipts
• Custom approval workflows route invoices to the right person for sign-off
• Duplicate invoice detection prevents overpayments

🔹 “With TraX APA, we discovered big discrepancies on invoices that would have gone unnoticed. When you’re handling high volumes, you need technology to alert you—and that’s what TraX does.” — Simon Mettrick, Operations Director, Jack Pennington Ltd

Payment Processing

After approval, invoices are scheduled for payment. Manual payment tracking leads to missed due dates and cash flow problems.

Common Challenges:

• Missed early payment discounts due to slow processing
• Late payment penalties affecting supplier relationships
• Lack of visibility over outstanding invoices and payment status

✅ How Automation Helps:

• Automated payment scheduling ensures invoices are paid on time
• Cash flow forecasting tools provide real-time insights
• Audit trails maintain a complete history of payments

🔹 “Approximately 90% of invoices now bypass manual review, allowing our team to focus on more valuable tasks. Issues are highlighted instantly for review.” — Port Express Logistics

The Business Case for Accounts Payable Automation

The Cost of Manual AP Processing

Did you know it costs an average of £9 to process a single invoice manually, compared to £2 with automation? Businesses processing thousands of invoices per month can save thousands in operational costs by digitising AP.

 AP Automation Delivers Results

TraX APA customers have seen:
✔ 90%+ invoice automation, reducing manual intervention
✔ Faster processing times, cutting approval cycles from days to minutes
✔ Fewer errors and discrepancies, ensuring accuracy in financial records
✔ Improved audit compliance, with full visibility over approvals and payments

🔹 “With TraX APA in place, our accounts team is no longer tied to tedious data entry. We have complete oversight without the stress of hunting for invoices and matching data manually.” — Harris & Bailey Accounts Team

Conclusion: Time to Master AP with Automation

Mastering accounts payable is about eliminating inefficiencies, reducing errors, and improving cash flow management. With an intelligent AP automation solution like TraX APA, businesses can:

✔ Process invoices faster and more accurately
✔ Reduce manual workload and free up valuable time
✔ Strengthen supplier relationships with on-time payments
✔ Gain better financial visibility and control

Want to streamline your AP process? Speak to our experts at Enterprise Imaging Systems today and see how TraX APA can transform your business.

Get in touch or schedule a free accounts payable audit.