1. Before delving into the automation journey, define and document workflows.
Obtain consensus from your entire team and establish rules for exception handling. This proactive step minimizes the need for adjustments later, ensuring a streamlined and effective AP automation experience.
2. Creating a Backup
It’s important to create a backup of files and data prior to commencing your AP automation. If you’re running manual processes, you’ll likely be doing this anyway, but once you switch, if you’ve chosen a cloud-based provider, this will no longer be necessary.
3. Documenting Metrics
Track vital metrics such as onboarding time for new suppliers, average cost per invoice, and invoice cycle time both before and after automation. This data-centric approach allows you to measure improvements, identify areas for optimization, and effectively communicate the tangible benefits of AP automation to stakeholders
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4.Updating Supplier Information
Before integrating the new software, verify and update supplier information. This critical step is essential for error-free payments and acts as a defence against potential fraud. By ensuring accurate and up-to-date supplier details, you lay the foundation for a secure and efficient AP process.
Final thoughts
Navigating the complexities of AP automation implementation requires a rollout plan that encompasses project management, workflow definition, data security, metric documentation, and supplier information updates. Embrace these strategic steps to not only streamline processes but also to unlock the full potential of your AP automation investment. With a well-crafted rollout plan, you set the stage for a successful transition and position your organization for long-term efficiency gains.
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