Streamline accounts payable with AI: Tips for invoice capture, approval and payment

Rising costs, growing compliance risk, and fragmented data make manual accounts payable (AP) processes expensive and slow. Replacing paper, email and disconnected workarounds with an AI-powered AP platform - from invoice capture to payment -improves data quality, enforces policies automatically, and reduces errors. When AI is built into every invoice and line item, risks are red-flagged automatically so you save time and money, while making measurable progress across your business. 

In this blog, we explore how AI-first AP automation transforms each stage of the invoice lifecycle - helping finance teams work faster, smarter, and with greater control. 

You will learn: 

• Why organisations are moving to AI-first AP automation. 
• How AI improves invoice capture, approval and payment. 
• Practical steps to reduce processing time and errors. 
• How modern AP platforms deliver measurable ROI. 

Why adopt AI-first AP automation? 

• Faster processing: Best-in-class AP teams take 3.1 days to process an invoice vs 9.2 days for the average organisation.¹ AI accelerates routing, matching and approvals.
• Fewer errors and duplicates: AI reads every line item, flags duplicates and policy violations, while reducing manual input and human error.
• Better decisions: Automated dashboards and connected data give better insights, so finance teams spend less time validating data and more time analysing spend.
• Proven ROI: Organisations using automated AP solutions process 64% more supplier invoices per month and often see significant time and cost savings (for example with Concur Invoice your company can achieve an average 7-month ROI, with £32,000 saved each year).

The three key stages of modern AP—and how AI improves them 

1. Invoice capture: three practical tips 

The capture stage sets the foundation for speed and accuracy. Standardising intake and applying AI early prevents downstream delays and rework. 

• Centralise intake: Create a single entry point (a central inbox or capture system) so every invoice follows the same workflow and invalid or non-compliant submissions can be rejected early. 
• Encourage electronic submissions: Set up an AP-specific email alias and coach suppliers on the benefits - faster processing, better visibility, and greater accuracy. 
• Put AI to work: Use AI to scan invoices and receipts, auto-code general ledger (GL) accounts, and flag duplicates or policy violations. Having AI review every transaction reduces manual checks and surfaces smart process improvements. 

2. Invoice approval: four ways to speed up approvals 

Delays often occur during approvals. Automating workflows and applying intelligent routing keeps invoices moving without sacrificing control. 

• Create management workflows: Map current processes, set SLAs, route invoices directly to invoice owners and use automated reminders to resolve bottlenecks. 
• Implement PO matching: Automate three-way matching (PO, receipt, invoice) to detect discrepancies before payments are made. 
• Use mobile approvals: A mobile app lets approvers act on the go—stopping delays caused by travel or absence. 
• Optimise approval thresholds: Implement tiered signing authority so low-value invoices don’t require C-suite signoff and track slow approvers to remove persistent delays. 

3. Invoice payment: four tips to streamline payables 

Once invoices are approved, optimising payment processes improves cash flow, strengthens supplier relationships and unlocks additional value. 

• Leverage cards and digital payments: These speed payment cycles and can generate cash-back benefits. 
• Gather negotiation data: Automated AP gives you consolidated spend data to negotiate better supplier terms. 
• Create a supplier portal: Let suppliers track invoice and payment status to reduce queries and rework. 
• Streamline payment partners: Choose preferred payment providers to manage cash flow and use existing bank relationships. 

Modern AP: Results and customer success stories 

• Concur Invoice users process 35% more invoices and are 8.75x more efficient than non-Concur users (SAP Concur ROI research, 2024). 
• Example: Victoria University reduced approval time from 17 days to 4 days and lowered per-invoice cost significantly. 
• Customers report major time savings (for example, Bishop-Wisecarver's AP department saved 80 hours/month) and reduced card spend by nearly 25%. 

Get started: Build an invoice policy and adopt AI-first AP 
Create a simple invoice policy to align teams and suppliers, standardise storage and processing, and reduce admin work. Start with a template, centralise intake, enable supplier e-invoicing, and roll out AI capture and approval automation. 

Short FAQs

Q: How much time can AP automation save? 
A: Organisations with automated AP solutions often process invoices 64% faster and cut several days from invoice cycles—best-in-class AP teams process invoices in ~3.1 days on average. 

Q: Does AI work with paper invoices? 
A: Yes. Modern AI capture reads paper, PDF, email and other formats, extracting line-item detail and auto-coding charges. 

Call to action 
Ready to streamline and automate your AP invoice processes? Learn more about Concur Invoice to capture invoices accurately, automate approvals, and spot duplicates before they’re paid. Start optimising your entire AP process today.

¹ AP Metrics that Matter, Ardent Partner, 2025