Stuck in Neutral: Why AP Automation Adoption Hasn’t Taken Off

TL;DR

• Only ~30% of mid-market firms have achieved full AP automation at scale (Source: IOFM, 2024).
• The barrier isn’t tech — it’s process readiness and fragmented ERP environments.
• CFOs who lead with process mapping and policy redesign, not just system rollouts, double their success rate.
• Best for: finance leaders re-evaluating stalled automation projects in the UK or US.

The Problem & Impact

You bought the platform. You trained the team. Yet invoices still take five days to approve and half your suppliers still email PDFs. Why? Because AP automation is rarely a plug-and-play exercise — it’s a process overhaul hiding behind a software license.

In both the UK and US, finance teams report the same friction points:

• Data inconsistency — supplier records, PO formats, and tax coding vary by entity or region (VAT vs. sales tax).
• ERP sprawl — multiple systems, legacy connectors, and partial integrations mean auto-matching often fails.
• Process exceptions — every business unit has its “own way” of handling non-PO invoices, urgent payments, or approval routes.

The result: automation adoption plateaus. Teams revert to manual workarounds, accuracy drops, and the finance function spends more time reconciling automation errors than realizing its promised efficiency gains.

Financial impact: For a mid-market firm processing 25,000 invoices annually, partial automation can waste up to £120K/$150K in duplicate effort and exception handling.

The Fix: How CFOs (and SoftCo) Approach it

CFOs who succeed treat AP automation as a finance transformation, not an IT project. The goal isn’t digitization for its own sake — it’s clean data, consistent rules, and measurable ROI.

AP automation adoption fails when process and data aren’t ready. CFOs should start with end-to-end mapping, standardize approval and coding rules, and invest in ERP-native integration. Platforms like SoftCo accelerate success by automating three-way match, supplier onboarding, and exception workflows across entities.

What works:

• Map before you automate. Define every approval path, invoice source, and exception rule.
• Integrate deeply, not widely. One stable connection to your ERP beats half a dozen lightweight connectors.
• Fix data quality at the source. Supplier onboarding and master data governance are automation fuel.
• Set metrics early. Target reduction in touchpoints, days to approve, and duplicate invoices — not just “system go-live.”

Proof

While individual clients remain confidential, SoftCo’s benchmarks show:

• Finance teams that perform structured process mapping pre-automation see 2× faster adoption.
• Those integrating directly with ERP (SAP, Oracle, NetSuite) achieve up to 80% straight-through processing within six months.

Learn more about SoftCo’s AP Automation key benefits & benchmarks.

What Next?

1. Audit your current AP flow — Measure time-to-approve and identify manual bottlenecks. Success metric: visibility into process latency by stage.
2. Clean up supplier data — Standardize naming conventions, tax IDs, and payment terms. Success metric: <2% supplier data exceptions.
3. Harmonize policies — Align PO coverage, approval thresholds, and delegation of authority across entities. Success metric: single approval matrix across business units.
4. Integrate ERP-first — Build native or certified connections to core systems. Success metric: 80%+ invoices auto-captured and matched.
5. Redesign reporting — Shift from “time saved” to “process quality” KPIs: touchless rate, duplicate prevention, and audit compliance. Success metric: automated reporting in under 1 day/month.

Let’s Get Your AP Automation Back on Track

Book a 20-minute call to discuss how SoftCo can help you get AP automation adoption back on track — with a proven roadmap from first win to full-scale efficiency.