You’ve just gotten to the office, and the first invoice of the day lands in your inbox.
We all know what happens next in most accounts payable (AP) departments: someone downloads the PDF, checks it against the purchase order, manually enters data into the ERP system, routes it for approval, follows up when people forget, and finally processes the payment.
Sounds exhausting, right?
Now, imagine starting your day differently: with a clean inbox, approvals flowing automatically, and no backlog keeping you from tackling other tasks. This is what an automated AP workflow can do.
Your team still controls every important decision, but the repetitive steps happen in the background. Approval handoffs are automatic, system syncing is seamless, and data entry errors become a thing of the past.
And the best part? You don't need to overhaul your entire AP system or spend months retraining your team. You just need a smarter approach to the everyday processes that impact your time, cash flow, and vendor relationships.
Let's break down what an AP workflow looks like when automation does the heavy lifting, step by step.
Step 1: An Invoice Arrives
The process begins when a vendor sends an invoice. And for manual teams, this is where the work begins.
But when automation is monitoring your inbox, your system is already working the moment the invoice arrives — so you can focus on more important things. No downloading files, no tedious data entry, and no worrying about errors or duplicate entries.
Each invoice is immediately captured using AI and advanced OCR (optical character recognition) technology, which reads the invoice, pulls out all the important information (including vendor name, invoice number, purchase order details, line items, total amount, net terms, and more), and logs it all for you.
Step 2: Data is Validated Without You Lifting a Finger
Before routing anything for approval, an AP workflow automation system checks the invoice against purchase orders (POs) or receipts already in your system.
If there's a PO, the system validates all line items. And for three-way matching, it checks receiving records too. Any discrepancies get flagged immediately for your team to review, while clean invoices that match your records move forward in the process.
This automatic validation step catches potential problems early, like:
- Duplicate invoices that might lead to double payments
- Missing purchase orders that could slow down processing
- Billing discrepancies that could affect your bottom line
Catching these issues up front prevents headaches later when you're trying to reconcile accounts or close the books at the end of the month.
Step 3: Approvals Flow to the Right People at the Right Time
Once an invoice is validated or flagged, it moves to the next step in your accounts payable workflow: approval.
Need the department head to approve amounts over a certain threshold? Want routing based on location or GL code? Your AP automation workflow applies this logic automatically and notifies the right people when they need to take action.
Approvers get a clear view of what's waiting for them without digging through email chains, spreadsheets, or physical paper. They can review and approve invoices from anywhere, whether they're at their desk or on the go. Every action is logged for a complete audit trail.
The best part? The system handles reminders automatically, so you don’t have to chase anyone down.
Step 4: Data Syncs with Your ERP
Once approvals are squared away and any issues are resolved, the invoice data is ready to sync to your ERP system. Using an integrated system helps reduce errors that happen during manual data entry, as all of your information transitions seamlessly — without duplicating work.
Step 5: Payments Process & Records Update
An automated workflow makes payments as easy as clicking a button.
Once payment is processed, all invoice data – including approval steps, exceptions, notes, and supporting documents – is archived in a searchable digital database. When questions come up during audits, vendor calls, or year-end reconciliation, finding what you need takes seconds, meaning no more wasting time digging through filing cabinets or shared drives.
Seamless Integration: Why Automation Works for Your Workflow
With automation, the magic happens because everything works together behind the scenes. A truly effective automated AP workflow solution isn't separate from your ERP system — it's designed to work perfectly with it.
An automated, integrated solution eliminates data silos and disconnected systems. Your ERP remains your system of record, while the AP process brings speed, accuracy, and accountability to your day-to-day operations.
The Real Impact on Your Team
When AP runs smoothly, your team has more time for more valuable work, like:
- Analyzing spending patterns
- Building strong financial strategies
- Leveraging insights and data for decision-making
- Negotiating better terms with vendors
- Strengthening vendor relationships
- Controlling costs
These are the activities that directly impact your company's bottom line, and they're only possible when you're not bogged down by manual processing.
Ready to Give Your AP Workflow a Boost?
At Nimbello, we've designed our AP solutions with your unique needs in mind. Our tools work in real time with your existing systems, including seamlessly integrating with ERPs like SyteLine or Workday.
Ready to explore how automation can help your team work smarter, not harder? Contact us today!