Responsible Automation for AP: Built to Support, Not Replace

As businesses continue their digital transformation, accounts payable (AP) teams are relying more on automation to save time, cut costs, and reduce human error. But while automation—especially AI-driven tools—can bring big benefits, using it without the right guardrails can lead to costly mistakes.

Here are some common pitfalls of over-automating AP processes—and how to avoid them:

1. Trusting AI Too Much Can Backfire
AI can streamline tasks, but it’s not infallible. When automation runs unchecked, it can approve fraudulent or duplicate invoices that mimic past patterns.
✅ Tip: Always include a human review step, especially for anomalies or edge cases.

2. Too Much Automation Lowers Visibility
Automation might make processes feel effortless, but that can also mean teams stop paying attention. This “set it and forget it” approach can lead to missed issues.
✅ Tip: Maintain transparency with dashboards, audit trails, and exception alerts to keep everyone informed and accountable.

3. Automation Can Pull Incorrect Data
AI tools like Microsoft CoPilot may autofill vendor data from external sources—which isn’t always the right info. For example, it might grab a corporate address instead of a payment-specific one.
✅ Tip: Cross-check automated data with verified sources like W-9 forms, and confirm with vendors when in doubt.

4. Dirty Data Gets Magnified
Automation doesn’t fix messy data—it spreads it. If your vendor records are outdated or poorly formatted, automation will keep using and multiplying those issues.
✅ Tip: Clean your data before automating. Mekorma’s Vendor Validation tool helps catch issues early by checking tax IDs, address accuracy, and compliance with government watchlists.

5. Skipping Controls Increases Compliance Risk
If automation bypasses approval workflows or segregation of duties, you’re opening the door to compliance failures or fraud.
✅ Tip: Build workflows that align with your internal policies and regulatory requirements—automation should support, not skip, essential controls.

6. Don’t Forget the Human Element
Change can be tough, especially if staff aren’t trained or involved in the process. Rolling out automation without buy-in often leads to confusion or underuse.
✅ Tip: Bring your AP team in early, listen to their input, and provide thorough training. Automation should make their lives easier—not harder.

Final Thought: Let Automation Help, Not Lead

Automation is a powerful tool—but it’s not a strategy in itself. When guided by thoughtful practices and human insight, it can elevate your AP process without compromising quality or compliance. Use it wisely, and your AP team will thank you.