AI-powered AP automation: 5 steps to faster, smarter invoice management

AI-powered AP automation transforms slow, error-prone accounts payable into a fast, accurate, and insight-driven function. Organisations that adopt ePayables solutions see dramatic cost and throughput improvements with best-in-class teams reducing invoice processing costs by up to 80%, while processing far more invoices monthly.¹ This blog explains five practical steps to elevate your invoice management, including how AI, OCR and machine learning deliver clearer cash-flow visibility. You’ll also learn the practical features to look for when choosing a solution like Concur Invoice. 

Why AP automation matters now 

Manual, disconnected AP processes create bottlenecks, duplicate effort and blind spots that slow down decision-making. According to industry research, best-in-class AP teams process a single invoice in about 8.72 hours versus 9.2 days for the average team.¹ AI-driven automation reduces errors, accelerates approvals and frees up teams to focus on exceptions and strategy instead of data entry. 

5 steps to better invoice management: 

1) Know where you stand 

Start by auditing how invoices arrive and move through your organisation. Ask: 

• How many invoices are paper vs PDF? 
• Do spreadsheets still manage AP work? 
• How many people touch an invoice and how long does approval take? 
• Can invoice data feed into broader spend analytics? 

2) Decide where you want to go 

Define your ideal invoice workflow. This may include features like centrally captured invoices, automated duplicate checks and approvals before a PO is created. A clear ideal/target state helps prioritise which automation features and integrations are right for you and your company. 

 

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3) Put AI to work 

Adopting OCR and machine learning allows you to automatically separate documents, extract line-item data, create templates for recognition, flag duplicates/unauthorised charges, and speed up two- or three-way matching. AI gives crystal-clear visibility into cash flow by surfacing trends and identifying high-impact expense types. 

4) Build with flexibility in mind 

Choose a platform with flexible ERP connectors (APIs and prebuilt integrations), configurable workflows and multi-currency/language support. That ensures the AP engine evolves with reorganisations, new ERPs or changing payment channels. 

5) Step forward with new insights 

Use AI-powered workflows to identify spend trends, negotiate with consistent suppliers, and direct cash-flow decisions. Centralised invoice capture and supplier portals also shorten supplier response times and create an auditable invoice trail. 

Quick wins and results to expect 

• Up to 80% reduction in invoice processing costs for best-in-class adopters.¹
• 64% increase in monthly invoice volume processed with automation.² 
• Faster supplier responses and fewer manual exceptions; teams can reduce time answering supplier inquiries from days to hours per week. 

See Concur Invoice in action with a self-guided tour or download this practical tipsheet to begin mapping your AP transformation. 

¹SAP Concur ROI research, Phronesis Partners, 2024
²Ardent Partners’ Accounts Payable Metrics that Matter in 2025