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The Power of Epayables Automation in AP 

June 6, 2024
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In today’s finance departments, staying ahead of the curve is crucial for maintaining a competitive edge. One advancement revolutionizing accounts payables (AP) is the adoption of epayables and epayables automation.  

Epaybles technology is designed to streamline the payment process and deliver substantial benefits like efficiency, security, and cost savings. For AP professionals and finance managers, understanding and leveraging an epayables platform can be a game-changer. 

What is Epayables?

The term epayables refers to electronic payables, the digital handling and processing of payments. Unlike traditional payment methods involving paper checks, epayables use electronic methods to settle invoices and manage transactions. The shift from manual to digital payments helps reduce the need for physical documents and transforms payment processes. 

Transitioning from manual payments to epayables can bring several advantages to businesses, such as increased efficiency, enhanced security, and improved transparency. By reducing the time-consuming manual processes associated with traditional AP tasks, businesses may achieve faster processing times and reduce errors. 

Virtual Credit Cards

Some financial services companies use the term epayables to refer to their virtual credit card offerings. Virtual credit cards are digital versions of physical credit cards designed to enhance the security of electronic transactions between businesses.  

Virtual credit cards function like traditional physical credit cards but they generate a temporary card number that can be used for a single transaction. Some businesses use the same virtual card number for repeat transactions with a supplier to simplify reconciliation.  

Businesses can also use virtual credit cards for spend management, setting limits and expiration dates on spending related to a specific project.  

Using a virtual credit card can help reduce fraud risk since it prevents the sharing of your actual credit card details with suppliers. If the virtual credit card is compromised, it can be easily canceled without impacting your credit or other pending purchases.  

We consider virtual credit cards to be one of many epayables solutions, including traditional credit cards, real-time payments, and direct deposit banking transfers.  

What is Epayables Automation?

Epayables automation refers to the use of technology to automate the management and payment of supplier invoices. This includes coding invoices, routing them for approval, and issuing payment.  

Benefits of Epayables Automation

Epayables automation offers a number of potential advantages to businesses, including: 

Time Savings

Implementing epayables automation can enhance operational efficiency. Automated systems handle repetitive tasks such as invoice approval, data entry, and payment processing, freeing up valuable time for AP professionals to focus on more strategic activities. This not only helps speed up the payment cycle but can also minimize the risk of human error. 

Security

Security is important for financial transactions. Epayables platforms are designed to offer enhanced security measures, including encryption and authentication, to protect sensitive financial information. By reducing the reliance on paper-based processes, businesses can help mitigate the risks of check fraud and other security breaches.  

Cost Savings

The cost savings associated with epayables automation are significant in many cases. By reducing the reliance on paper, postage, and manual labor, businesses can cut down on operational expenses. Additionally, automated workflows can reduce the likelihood of late payments and related fees. 

Visibility

Some epayables platforms provide cloud-based visibility into the payment process, enabling AP teams to track transactions, monitor workflow, and make decisions informed by up-to-date information. This level of transparency helps teams maintain control over processes in a distributed work environment.  

Processing Speed

Speed is a factor in maintaining healthy supplier relationships. Epayables automation helps accelerate the payment process, supporting prompt supplier payments. Faster processing times help enable businesses to take advantage of early payment discounts offered by suppliers, further contributing to cost efficiency. 

Strengthened Supplier Relationships

Supplier satisfaction is a part of maintaining a reliable supply chain, and epayables can play a key role in achieving that. Providing timely and accurate payments can facilitate improved trust and cooperation with suppliers 

Choosing the Right Epayables Platform

When selecting the best epayables platform for your business, consider the following features: 

Integrations

Ensure your epayables solution can integrate with your existing accounting and enterprise resource planning (ERP) systems. 

Interface

An epayables solution with an intuitive and easy-to-use interface will help simplify the transition for teammates and likely increase user adoption. 

Scalability

Choose epayables software that can grow with your business and accommodate changing transaction volumes. 

Reporting

Look for an epayables platform that offers detailed reporting and analytics to provide insights into payment performance and trends. 

Implementing Epayables

To maximize the benefits of epayables automation, consider taking the following steps: 

   Conduct a thorough needs assessment. Understand your AP department’s specific requirements and pain points and choose an epayables solution that aligns with your organization’s business goals. 

   Develop a clear roadmap for implementation, including objectives, training for your team, testing and quality assurance, and timeline milestones.  

   Continuously monitor the performance of the epayables platform you select and make adjustments as needed to optimize efficiency and value. 

Epayables: Final Thoughts

The adoption of epayables and epayables automation can transform your AP processes, offering benefits like efficiency, improved security, and cost savings. By leveraging epayables software, finance teams can achieve faster processing times, improved visibility, and stronger supplier relationships.  

Ready to transform your AP function? Discover the power of epayables with AvidXchange and start your journey towards an optimized financial operation.  

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