CFOs are always pressed to save time and cut costs in this ever-changing world. Accounts payable is just one of the processes they target. If your company still operates invoice and payment processing manually, you may be losing more money and time than you could ever imagine.
This is where AP automation software comes in.
But not every tool is made equal. It’s quite tricky to make the perfect accounts payable automation system selection. But with so many options at your disposal, how do you select the one perfect for your business?
Here are five fairly simple, pretty powerful questions that every CFO should be asking before even uttering a “yes” to any AP automation solution.
1. Will It Work With Our Current Systems?
Asking this is the first and most important thing to ask.
As a CFO, you want to be certain this new AP automation software will work with the tools already in use by your company. This should include your accounting software, ERP system, and any other tool related to finance.
For example, if you use Tally, QuickBooks, SAP, or Oracle, ask:
- Will this AP tool connect smoothly with these systems?
- Will we be able to move data without manual entry?
- Will there be issues with data mismatch or syncing?
Why this matters:
If the software doesn’t connect well, your team will still have to enter things by hand. That kills the whole point of automation.
Pro Tip:
Ask the software vendor for a free demo. Test how well the integration works. And always check with your IT team before you buy.
2. How Easy Is It To Use?
Even the best tools are useless if your team can’t use them.
An ideal accounts payable automation system should be simple. Your team should not need weeks of training or advanced tech skills. The software should have a clean dashboard, clear buttons, and a smooth workflow.
Ask:
- Can someone from our finance team start using it without training?
- Is there a mobile version so we can approve invoices on the go?
- Can I see everything (like due payments, pending approvals) in one view?
Why this matters:
If it’s too complex, your team may avoid using it. They’ll go back to Excel sheets, emails, and paper bills—bringing back the same old problems.
Pro Tip:
Involve your finance team in the trial. Let them test the tool and give honest feedback.
3. How Safe Is Our Financial Data?
When it comes to money, safety is not a choice—it’s a must.
Your AP software will store invoices, vendor data, bank details, and payment records. That’s sensitive information. One small leak or data theft can cause big trouble—both legal and financial.
So, ask:
- Does this software follow global data safety rules like GDPR?
- Is our data stored on secure cloud servers?
- What happens if there’s a cyberattack or system crash?
Why this matters:
Trust is key in finance. If your AP data is not safe, your company’s image and money are at risk.
Pro Tip:
Always pick an AP tool that offers end-to-end encryption, secure user access, and regular backups.
4. Can It Grow With Us?
Your company may be small today, but what about tomorrow?
You might handle 200 invoices a month today, and 2,000 a year later. Your AP automation software should be ready for that. It should work for a five-member team now and a fifty-member team later.
Ask:
- Will this software support multi-location teams?
- Can we add more users, workflows, and vendors easily?
- Will it slow down or crash if invoice volume goes up?
Why this matters:
Buying a tool that only works for the short term is a waste of money. You’ll need to switch again in a few years—causing more work and more expense.
Pro Tip:
Ask vendors to share success stories from companies like yours. See how they’ve scaled with others.
5. What Real Value Does It Add?
This is the million-rupee question.
Any tool you buy must show clear value. It should save your team time. It should reduce human errors. It should make your vendors happy with faster payments. And most importantly, it should give you better control over your company’s money.
Ask:
- How many hours can we save each month?
- How much can we cut down on late fees or duplicate payments?
- Can I get real-time reports and dashboards?
Why this matters:
AP automation is not just about going paperless. It’s about improving your cash flow, keeping vendors happy, and giving you real-time control over your business spending.
Pro Tip:
Ask for a cost-benefit analysis. Compare how much you’ll spend on the software versus how much you’ll save every month.
Bonus: Ask About Support
Even the best tool can fail if there’s no good support team behind it.
So, ask:
- Is there 24×7 customer support?
- Will we get a dedicated account manager?
- What’s the average response time for a support ticket?
Good customer support can make your AP journey smooth and stress-free.
Why AP Automation Is a Game-Changer
Still wondering if you really need accounts payable automation?
Here are a few facts:
- Manual invoice processing costs about ₹500–₹700 per invoice.
- AP automation can reduce this by up to 80%.
- Late payments can lead to vendor conflicts and missed discounts.
- Automated systems help schedule and track payments in real-time.
With the right tool, you don’t just process bills—you build a smarter, faster, and more transparent finance system.
Final Thoughts
Choosing the right AP automation software is not about going digital. It’s about building a system that saves time, cuts errors, and improves your team’s focus. As a CFO, your role is not just to manage money, but also to drive change and growth.
So don’t rush. Ask these five questions. Talk to your team. Compare your options.
And when you find a tool that ticks all the boxes, go for it. Your finance team will thank you.
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