Although the Accounts Payable process should be a stress-free one, it, however, includes some crucial steps that you need to follow. These steps include the following:

Document the flow of your current Accounts Payable manual process. Include the rules you use when you decide the invoice needs to follow a certain path. The same logic will be used in the Automation of the AP Process.

Now looking at the logic being used at each decision point try to assign the amount of time the decision takes. Also, try to qualify the volume of invoices that get to that point. What this step will help you recognize is which are the pain points that you need automation to fix.

Now you have a shortlist of providers, request a demonstration using your invoices in the demonstration.

Now you have your preferred supplier ask them to provide the solution on the understanding that it must work as you require. If not, they should be willing to refund your setup costs and cancel any contract with no penalties. After all, you get to test drive cars why not software.

Ensure you have communicated with all stakeholders about the project before it starts. Ensure the staff has training and or access to training material.

Create a testing team from across the organization to ensure all interested parties understand how the solution works. They can also identify any issues or improvements that may help. Make sure your test is from an invoice arriving through to when it is in the ERP solution ready for payment. A true end-to-end test.

Do not go live at the end of the month. This is the busiest time for AP. The second week is ideal. This allows you to address any issues before the month end. Also do not expect the AP staff to train or test over a month’s end.