4 ways to gain buy-in when automating your AP function

1. Ensure inclusion

It’s important not to leave any stakeholders out of the loop as they’re likely to feel removed from the decision, and therefore less willing to buy-in. Ensure key staff members act as representatives for the wider team at every stage of the decision-making process, from initial research to selection and implementation. This will give the team confidence that decisions about the software have been made with their best interests at heart. 

When you’ve narrowed your software choices down to a few options, it may be a good idea to invite key members of the team to join one of the product demo’s so they can see the product for themselves. It also gives them the chance to provide valid feedback on the solution and provide any additional insights.

2. Communicate the benefits 

After you’ve made your decision, it's time to present back to the team the software you’ve selected and why. Explain how it will solve their daily pain points, alleviate their frustrations, save them time and enhance their life on the job. Give specific reasons why you’ve chosen this provider in relation to their role, covering aspects like features, cost, ease of use, customer service, and aftercare. A good provider will help you to present the benefits or provide access to useful tools that can help you to do so. 

3. Engage your suppliers

Don’t forget to ensure engagement with suppliers. Let them know from the outset that you’re changing provider, and what steps they need to take before the new system goes live, like updating their contact details. They’ll also need to understand how to submit invoices going forward, which formats are acceptable, and who to contact if they have any issues. Suppliers will ultimately benefit from a slicker and quicker process that reduces errors such as delayed or missed payments.

An email or letter to suppliers that outlines what’s in it for them can be a great way to get them engaged so that they adopt your new invoicing process. A supportive supplier will often have email templates for communicating with this way and can even step in on your behalf to pave the way to automation.

4. Address Common AP Pain Points

Understanding and addressing the common pain points in Accounts Payable (AP) processes is crucial. Slow processing, manual data entry, incorrect data, poor visibility, missing invoices, and the risk of fraud are challenges that can be alleviated with automation. When achieving overall buy in, clearly communicate how the new system directly tackles these issues, demonstrating the tangible improvements the team can expect. Different stakeholders will have different priorities, so its important to relate the benefits back to your business goals and operations, depending on your audience.

The 6 most common accounts payable issues are: 

• Slow processing: Manual, paper-based processes cause delays as documents circulate between departments. 
• Manual data entry: Prone to errors, time consuming for teams to identify and rectify mistakes.
• Incorrect data: Minor manual errors lead to inaccurate financial records and financial losses. 
• Poor visibility: Paper invoices can delay approvals and hinder cash flow forecasting, requiring increased oversight by finance.
• Missing invoices: AP teams spend time chasing lost invoices or requesting replacement invoices from suppliers.
• Fraud: Manual AP processes lack effective anti-fraud controls, given poor visibility, security, and controls. 

Final thoughts

In conclusion, gaining internal buy-in for automating your accounts payable function requires a thoughtful and inclusive approach. By ensuring that the team feels involved, communicating the benefits clearly, and addressing common pain points, you pave the way for a smoother transition and a more successful implementation. Engaging both internal stakeholders and suppliers in the process ensures a comprehensive and well-supported shift toward efficiency and effectiveness in your accounts payable operations.