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Resources   /   Glossary

Accounts Payable Management Software

Managing a company’s outstanding bills to third-party suppliers or vendors for purchases made is referred to as accounts payable (AP) management. Accounts payable management also includes managing the timing and flow of purchases. Accounts payable management can help keep a company’s working capital under control.

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By efficiently managing accounts payables, companies can improve their cash flows and credit, while also building stronger relationships with suppliers. To ensure a smooth workflow, companies may need to standardize and simplify their accounts payable processes by using AP management software. AP management software can also allow companies to take advantage of early payment discounts by paying bills ahead of time. Investing in paperless automation software can help businesses streamline their invoice-to-pay process.

AP management software can assist businesses in monitoring both payment transactions and spending. Invoice automation and automated invoice approval workflows are some of the most important features of AP management software. By reducing manual tasks and freeing up cash flow, automating invoice processing tasks can enable companies to save time and money.

By automating the management of money owed to third parties, accounts payable management software can assist AP teams in keeping track of expenditures and invoices. Other AP software features include reducing human error in data entry, tracking the status of various invoices in real time on a central dashboard, and generating insightful business reports. Accounts payable software is usually designed to work with a company’s existing enterprise resource planning (ERP) and document management systems, and it can also be included in core accounting solutions.

AvidXchange can convert paper invoices into electronic formats, which enables AP teams to view them online. Once invoices have been stored in the AP automation system of AvidXchange, login credentials are required to view them, along with all captured invoice data, such as invoice amount, vendor, and due date. Regarding AvidXchange pricing, AvidXchange can provide a custom quote for its software solutions suited to individual business needs and requirements.

Accounts Payable Software For Large Business

The accounts payable software market is expanding due to increasing adoption of AP software solutions by small and medium businesses across various industries. With growing digitization, many businesses might consider incorporating cloud accounting software into their AP processes. This is where accounts payable software for large business can come into play. Accounts payable management software can automate invoice processing and AP workflows such as billing and invoicing, accounts receivable, accounts payable, sales and purchasing, business reporting, and payroll management.

For medium-sized companies on track to become large enterprises, AvidXchange can provide scalable accounts payable and receivable software solutions. AvidXchange can handle AP automation requirements in terms of both volume and complexity.

AvidPay and AvidInvoice are some of AvidXchange’s AP and payment automation solutions that can help users from various industries, such as health care and social services, in simplifying payments, while also giving AP teams more control over their financial data.

To better serve the financial services industry, AvidXchange has also developed accounts payable software for banks. With BankTEL, AvidXchange can provide accounting solutions for financial institutions with accounts payable and payment automation technology. BankTEL has integrated AvidPay into its suite of services, which means that bank customers can access the AvidPay Network to streamline their AP processes.

Best Accounts Payable Software

When choosing an accounts payable software solution, companies first need to identify their specific business requirements. A good accounts payable automation solution should seamlessly integrate with third-party software. An automated AP solution with automated payables workflows can enable AP teams to process invoices quickly and minimize data-entry errors.

AP software uses optical character recognition (OCR) technology to scan invoices. AP software can reduce invoicing errors by automatically capturing data from paper or PDF invoices and converting it into a machine-readable format.

Accounts payable automation software can help prevent fraud in the accounts payable department. Fraud prevention can be accomplished by comparing invoice data to purchase order details and receipts to ensure that goods and services have been delivered as ordered. Approval automation can help ensure compliance by leaving a digital trail of all actions taken at each stage. By digitizing invoice processing workflows, the activities of AP teams can be monitored, and areas that need improvement can easily be identified.

After automating with AvidXchange, support is provided to customers by AvidXchange’s dedicated service teams. AvidXchange customer service includes regular system health checks, managing escalations, and ensuring personal, timely, and complete issue resolutions. For ongoing assistance, AvidXchange provides customers with educational tools such as microlearning videos, webinars, free articles, and other relevant AP automation resources.

AvidXchange has an online user community that is available twenty-four hours a day, seven days a week. Through AvidXchange’s support network, customers can search the knowledge base for product help and frequently asked questions, or post questions for peers to answer.

Accounts Payable Solutions

Partnering with accounts payable solution providers may benefit companies handling large volumes of supplier invoices and other financial transactions. An accounts payable services provider can help streamline complex AP operations and processes through AP automation, reducing manual work and human errors in invoice processing.

Eliminating paper invoices and manual data entry are a few examples of how accounts payable solutions can help reduce invoice processing time and invoicing errors. AP teams can use AP software to digitize paper invoices and automatically track invoices throughout the entire AP process.

Paying invoices electronically is also less expensive and less prone to errors than writing checks by hand. Staff can collaborate and route invoices for approval remotely by using an AP software solution.

By electronically routing invoices for approval, cloud-based accounts payable solutions can help ensure that invoices are paid on time. Invoice approvals can be done at any time and from any location using any electronic device.

Typically, cloud-based automation software does not require a large, up-front investment or continuous IT support. Most cloud-based accounts payable solutions can integrate with existing ERPs and accounting systems. A cloud-based workflow automation system can be deployed in a relatively short amount of time as compared to an on-premises AP solution.

AvidXchange is a cloud-based solution for invoice management and payment automation. All payment-related files are stored securely in AvidXchange’s cloud-based hub, which anyone on the AP team can access from anywhere.

By using AvidXchange, invoices can be standardized, coded, and posted for easy visibility. This eliminates the need for manual data entry and allows invoices to be reviewed and approved remotely or via mobile device.

AvidPay Bill Payment

Companies looking for the best accounts payable software solution for their needs might consider using an accounts payable app. An accounts payable app can perform various functions, such as converting receipts into expense files, tracking billable time data, and collecting online payments.

Bill payment software such as AvidPay—AvidXchange’s automated bill payment software—can classify, match, and verify invoice and payment data before forwarding it to a company’s accounting system. Bill payment software can manage AP processes from receiving an invoice through to making payments. Using AvidPay can enable companies to pay suppliers quickly and efficiently. In addition, AvidPay can provide businesses with real-time visibility into their payments and approvals.

The AvidPay Network, which has over 700,000 suppliers, is the largest payment network for the middle market, offering suppliers multiple payment options. Automated bill pay is made possible with AvidPay Direct. AvidPay Direct is designed to eliminate paper checks and can make electronic payments easier for AvidXchange’s growing network of businesses. AvidPay can also provide suppliers with enhanced remittance information.

Accounts Payable Automation Solutions

Using AP automation software and implementing accounts payable automation best practices can allow accounts payable teams to save time and invoice-processing costs. Ideally, AP automation companies can provide practical solutions to assist companies in managing their accounts payable more efficiently.

By partnering with the best accounts payable automation software providers, such as AvidXchange, AP teams can focus on value-added tasks. By eliminating repetitive, manual tasks from their workflows, AP teams can spend more time on building supplier relationships, analyzing spending patterns, capital financing, assets management, and other activities that can spur business growth.

Invoice Automation

When choosing the right invoice processing software, companies may benefit from looking at invoice automation best practices.

Using the right OCR technology can help AP teams save time by not having to manually enter invoice information into an ERP or financial system. Invoice processing software such as AvidInvoice uses OCR technology to capture invoice data from paper or PDF-based supplier invoices, convert them to an electronic format, and upload them into a company’s workflow system for processing. This helps reduce manual data-entry and invoice errors.

Invoice processing software can provide AP teams with more control over their internal functions and allow them to process vendor invoices more quickly. Companies can automate and streamline their AP processes by using the best OCR software for accounts payable for their business.

AvidInvoice, AvidXchange’s automated invoice management platform, can help organizations streamline their invoicing processes by consolidating the entire AP process into one single location. AvidInvoice integrates with a wide range of accounting systems, allowing businesses to save money and time while maintaining a central database.

AvidInvoice enables AP teams to save valuable time while giving the whole team more visibility and control via the ability to check invoice statuses from anywhere, anytime, using any device.

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