Looking for the best accounts payable automation software? Start by asking these 10 key questions to find the right AP solution. From ERP integration and invoice matching to ROI and scalability, this guide will help you choose an AP automation platform that saves time, reduces costs, and future-proofs your finance team.
1. What AP problems are we trying to solve?
Every AP team faces unique challenges. Are you:
- Manually processing large volumes of invoices?
- Constantly chasing approvals across departments?
- Missing early payment discounts or struggling to track spend?
Understanding your core issues helps you pinpoint the features your solution must have. For example, Superdry achieved a dramatic transformation—from just 5% to 80% touchless invoice processing—by resolving compliance and visibility issues with SoftCo.
2. How much does it cost us to process an invoice today?
Let’s talk cost. According to Gartner, manually processing an invoice typically costs between $15 and $20. That figure escalates quickly for organizations handling thousands of invoices each month.
JJ Foodservice dramatically reduced operational effort by automating AP with SoftCo, processing over 100,000 invoices a year with just three team members. A clear example of cost efficiency and productivity.
3. What metrics do we want to improve?
To measure success, it’s essential to define your goals. Focus on improving metrics such as:
- Invoice processing time
- Straight-through processing (STP) rate
- Exception handling time
- PO compliance rate
- Discount capture performance
Logitech, for example, used SoftCo to automate workflows across multiple regions and hit 83% touchless processing —a benchmark that unlocked new operational efficiencies.
4. Who are the key stakeholders?
Accounts payable doesn’t operate in a vacuum. To get internal alignment and long-term success, engage:
- Finance leaders and the CFO
- Procurement teams for PO insights
- IT for integration and data security
- AP team members who’ll use the platform daily
R.J. O’Brien’s global deployment worked smoothly because stakeholders from all departments were included early on—minimizing disruption and maximizing adoption.
5. Does the software integrate with our ERP?
ERP integration isn’t optional—it’s vital. Any AP software you consider must easily connect with your existing systems, including:
- SAP
- Oracle
- Microsoft Dynamics
- Sage
- Infor, and others
VistaJet, for example, used SoftCo to integrate SAP, NetSuite, and their flight operations platform—ensuring consistency across global financial operations.
6. Will it scale as we grow?
You’re not just solving for today. Ask whether the AP automation solution can grow with your business. Consider:
- New locations or business units
- Mergers and acquisitions
- Centralized finance transformation
NTR deployed SoftCo across 50+ sites, improving invoice processing by 85% and achieving total spend control across their expanding European footprint.
7. Can it handle both PO and non-PO invoices?
A complete AP solution should cover both:
- PO-based invoices with three-way matching (invoice, PO, and goods receipt)
- Non-PO invoices using AI-based smart coding and approval routing
Chanelle Pharma used SoftCo to automate both types and gained full visibility, compliance, and end-to-end control over their AP processes.
8. Is the solution secure and audit-ready?
Financial data security is critical—especially in today’s compliance-driven world. Make sure the solution offers:
- SOC 1, SOC 2, and ISO certifications
- Advanced user permissions
- Secure hosting
- Full audit trails and real-time tracking
Robust security ensures confidence from both internal teams and external auditors.
9. How long does setup take—and how easy is it to use?
Deployment timelines matter. Ask vendors:
- How long does it take to go live?
- What does user training involve?
- Is the system intuitive and easy to adopt?
- What post-launch support is available?
The Finnish Government successfully rolled out SoftCo to 73 departments in less than two years—on time, on budget, and with long-term savings of €15M.
10. What’s the return on investment?
At the end of the day, it needs to pay off. Look at both the short- and long-term return on investment:
- Headcount reduction or reallocation
- Time saved on manual processes
- Early payment discount capture
- Lower error rates and audit exposure
Superdry redeployed three team members to strategic roles after implementing SoftCo, proving AP automation delivers measurable, ongoing value.
What is accounts payable automation?
Accounts payable automation is the use of software to capture, validate, match, approve, and pay invoices digitally. It eliminates manual entry, reduces errors, shortens processing times, and improves cash flow visibility across the organization.
Conclusion
Choosing the right AP automation software can completely transform how your finance team operates. By asking these 10 critical questions, you’ll make a smarter, more strategic decision—one that saves time, reduces costs, and supports your business growth.
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If you’re exploring AP automation or building your internal business case, we’re here to help.
