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Resources   /   Glossary

Online Accounts Payable System

As society becomes more technologically advanced and the digital marketplace continues to thrive, many businesses are finding it difficult to keep up with the increasingly complex financial processes of online businesses. Because of the continued popularization of online shopping and the digital marketplace, many businesses are beginning to implement more advanced financial systems for their accounts payable processes.

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This is where an online accounts payable system comes into play. These online systems help businesses easily simplify and streamline their accounts payable processes so they can make sure they are paying their suppliers on time.

Keeping up with increasingly more complex digital payment structures can be very challenging for all businesses. However, middle-market companies often find that without a system in place for more efficiently managing their accounts payable information, they can easily lose track of or send duplicate payments to their suppliers. Because of this, especially for middle-market businesses, an online accounts payable system can be absolutely essential to staying on top of your business’s AP process.

One extremely important feature of a great online AP system is the ability to automate your business’s AP process. This allows you to more effectively manage your AP information and track and manage incoming invoices, as well as outgoing payments, without having to have your AP staff manually approve every step. This is why the best AP automation software can help dramatically improve the productivity and organization of your AP process.

When you’re using the best automated invoice processing software, you can easily receive, track, and approve invoices according to your current workflow—all without relying on paper copies of receipts or purchase orders. With an online accounts payable automation software like AvidXchange, your AP team can be confident that your business’s AP processes are streamlined and efficient, and because of this, you can operate more confidently knowing that you don’t have to worry about manually tracking down lost invoices or dealing with duplicate payments.

Accounts Payable Solution Providers

One way that companies can help keep on top of the ever-evolving digital marketplace is to partner with accounts payable solution providers to modernize and streamline their AP processes. There are many different accounts payable systems that businesses can use to manage their AP process; however, a more traditional approach that relies on hard-copy paper receipts, invoices, and payment methods can be extremely difficult to maintain in today’s market. This is because oftentimes, online payment methods are simply much quicker, and many businesses—including suppliers—often prefer these fast and secure online payments as opposed to a check sent via the postal service.

AP automation companies do not just simply help you satisfy your suppliers; they can also help you to reduce unnecessary costs. This is because online AP process solutions such as AvidXchange can help your business digitize its AP process and therefore reduce, or even completely eliminate, the need for hard-copy paper invoices, payment receipts, and checks. This can, especially in the long run, dramatically reduce the amount of money that your business needs to spend on your AP department. It can also reduce the amount of time and effort your AP team needs to properly manage your accounts payable information.

Cloud-based accounts payable solutions such as AvidXchange offer your AP team a fully digitized and automated AP process that can help them easily make sure that your suppliers are getting paid on time and with fast and secure online payment methods.

Accounts Payable Software

Finding the right AP automation software for your business can be tricky, especially if you are transitioning from a traditional paper system to an online system. However, there are several accounts payable software solutions that offer a tremendous amount of help in making the transition from traditional, paper-based AP processing to a modernized, digital AP processing system.

AvidXchange is one example of an AP software solution that helps your business transition from a paper system to an online system. Using OCR technology, AvidXchange can help your AP team reduce the number of manual data-entry errors as well as the amount of time that is spent processing your business’s accounts payable.

Another thing that can make finding the right AP software for your business difficult is finding one that is capable of handling the amount of accounts payable information your business processes each day. For example, finding accounts payable software for large business accounts payable systems can be challenging because not all software solutions can handle the volume of incoming invoices or outgoing payments that a large company may need to process. Similarly, accounts payable software for banks would need to be able to handle the incredibly complex AP processes of a bank or other financial institution—and not all software solutions on the market are capable of this. AvidXchange, however, is used by one out of every four banks across the country for receiving, tracking, approving, and paying invoices.

Accounts Payable Automation Software

Because it is becoming increasingly more important for businesses to adopt more advanced accounts payable systems, there has been an increase in the number of AP automation companies. While this can seem extremely intimidating at first, with all of the different options available to choose from (such as cloud-based accounts payable solutions), these options are actually a great way for your business to find the exact solution for you. This is because the best accounts payable automation software for your company may not be the same as the best AP automation software for another company—even if it is in the same industry.

Accounts payable automation solutions are often quite customizable because businesses all have their own processes for handling the accounts payable process. However, finding the best AP automation software for your company may rely on the specific features or tools that come with the software service. For example, if you are a middle-market business, you will want to look for an AP automation software company that offers services or features that can help your business process a larger amount of invoices than you would if you were a small business.

Middle-market companies may want a company like AvidXchange that can help them digitize and manage their AP processes completely online and reduce the cost of their AP process by eliminating the need for paper copies of documents or paper checks by offering them a secure online payment method (or methods) they can use to pay their invoices.

Best Accounts Payable Software

With all of these accounts payable automation companies in the market today, each claiming that they are the best, how can you find the best accounts payable software? Unfortunately, it is hard to say what the overall best AP software is because what is best for one business may not work at all for another. This is because there are many different types of businesses needing to adopt accounts payable approval software, and they are all of different sizes, exist in different industries, and have their own processes already in place.

So, how do you find the best AP software for your business? A great way to begin is to find a list of what other businesses—preferably in a similar industry to your own—have ranked as the best AP software companies and start there. Once you have that list, you can take a more in-depth look at the features and benefits one company offers over another. For example, one may offer cloud-based accounts payable solutions while others do not. In comparing the features of these companies’ AP software solutions, you can more easily determine which features you think are going to be the most important for your business and pick your accounts payable software company accordingly. For example, AvidXchange offers an entire cloud-based AP processing suite that addresses invoicing, payment, and purchase order processes so you can manage your entire AP process without having to worry about missing something.

Automate Accounts Payable

One of the biggest draws of AP software solutions is that they can offer your business the ability to automate the more repetitive and time-consuming tasks associated with your AP process. This makes AP automation an incredible tool in helping businesses cut down on the wasted time and effort of their AP teams. This is why as the digital market keeps evolving, AP automation companies have been getting more and more popular. With AP automation, workflow for your AP processes can be much more easily streamlined. Many companies offer software solutions that have accounts payable automation best practices baked into them so that your AP team can focus on more important, value-added tasks.

This frees up your AP team to focus on managing your AP information rather than continuously spending their time updating and inputting new information manually. And with cloud-based accounts payable solutions like AvidXchange, your AP team will have 24/7, remote access to all of your AP information so they can ensure the system is working properly.

Accounts Payable Scanning Software

Finding an AP software that helps your company develop a lasting and streamlined AP automation workflow is incredibly useful in today’s advanced digital market. And for some businesses, this software is essential to helping them manage all of their invoices—something that takes way too much time and effort to manage manually. For businesses today, finding invoice scanning software can be extremely important not only for more efficiently processing their invoices but also for reducing the number of manual data-entry errors that occur when invoices are processed manually, especially for middle-market companies who have a lot of invoices to process at one time.

Because of this, many businesses are always looking for the best invoice scanning software so they can improve the effectiveness of their AP teams and reduce the number of these errors. Unfortunately, it is difficult to say which company offers the overall best invoicing software because it will depend on what your business needs and the current processes that your business uses to manage your invoices. However, using an AP invoicing software like AvidXchange helps you streamline your entire invoicing process and uses OCR technology to reduce the manual data-entry errors that are slowing your AP team down. Additionally, with AvidXChange you may not need to abandon your current accounting system to use the software, because they offer over 220 software integrations between their software and widely used accounting software systems.

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