A Guide to Accounts Payable Automation

Why Automate Your Accounts Payable?

Accounts Payable (AP) Automation streamlines how you pay suppliers, adding control, efficiency, and visibility. It frees your finance team from repetitive tasks and enables cost savings while improving morale and compliance.

What Does an AP Automation Solution Include?

The core elements of an effective AP Automation system are:

• Supplier Management & Approval Workflows
• Budget Control & Reporting
• Goods & Delivery Tracking
• Invoice Processing & Duplicate Detection
• Integration with Finance Systems
• Payment Processing & Audit Trails

Key Benefits of AP Automation

• ✅ Reduces errors, costs, and manual effort
• ✅ Enforces budgets and approved suppliers through our purchase order software
• ✅ Improves visibility with real-time tracking
• ✅ Simplifies approvals with multi-channel workflows
• ✅ Strengthens fraud prevention and compliance

Highlights from the Guide

• Supplier Management: Approve & vet suppliers, keep records up-to-date, and remove unused ones with Zahara AP Automation features.
• Approval Workflows: Multi-step rules-based or ad-hoc approvals, with mobile/email/web interfaces and reminders — learn more in our article on best accounts payable software.
• Budget Controls: Assign budgets by department or project, handle multi-period budgets, and enforce limits.
• Goods Receiving: Record deliveries easily and in real-time, with options to scan or photograph notes.
• Invoice Processing: Automate reading, coding, checking, and logging invoices — with fast approval & export using invoice processing software.
• Finance Integration: Seamlessly sync with systems like Xero, QuickBooks, or Sage with Zahara AP Automation features.
• Payments: Approve and execute scheduled supplier payments domestically & internationally, with optional digital wallets.
• Reporting: Full audit trail, spend analysis, usage & performance metrics, and compliance-ready recordkeeping.

Frequently Asked AP Automation Questions

Why is AP Automation important?

It saves time, reduces manual errors, strengthens controls, improves supplier relationships, and provides real-time visibility into your finances.

Does it replace my finance system?

No — it complements your finance system by improving efficiency and syncing data. Your finance system remains the source of truth.

What are the cost savings?

Manual processing can cost over £1.33 per invoice. Automation reduces this significantly by increasing speed and reducing human effort.

How does AP Automation enforce budgets?

Budgets can be tied to departments or projects and enforced in real-time during purchase requests and approvals.

Is it secure and compliant?

Yes — it provides an audit trail, secure digital storage (no paper needed), and is HMRC-compliant.

What’s the next step?

Start with a demo or trial to see it in action and assess how it fits your processes and goals.

At Zahara, we’ve helped countless businesses modernise their AP processes with ease and confidence. Learn more about our AP Automation features here.

Download Zahara's Guide to Accounts Payable Automation

Our Accounts Payable Automation software brings everything together — from purchase requests to payments — ensuring speed, accuracy, and control.

• Multi-step approval workflows
• Real-time budget tracking
• Duplicate detection
• Mobile-friendly approvals
• Integrated payment processing
• Complete audit trail

Get Started Today

Experience a demo or try Zahara for yourself. Let us help you transform your AP process and save your team countless hours.