Year-End Stress in AP? 4 Tactics to Help Lighten the Workload

We hear it every December: “Year-end hits harder than we expect.”

Leaders are deep in planning and budgeting. Vendors are eager to finalize their books. Team members take well-earned vacation. And through it all, invoice volume rarely slows.

It’s usually the Accounts Payable (AP) team that absorbs the pressure — clearing outstanding invoices, preparing audit materials, collecting 1099 data, reconciling vendor accounts, and managing urgent payment requests. All of this often falls on a team that’s already stretched thin or managing responsibilities beyond AP alone.

But easing the burden doesn’t always require adding headcount. Many teams discover that small process improvements and a bit of targeted automation can create enough space to get through the busiest season with far more ease. With the right adjustments, you can reduce stress and step into the new year with a stronger, more efficient workflow.

Four Practical Ways to Lighten AP Workload Without Hiring

1. Keep Approvals Moving — Even When Leaders Are Away

December is notorious for approval delays. Executives are traveling, busy with strategy meetings, or taking PTO — but invoices and payment requests continue to arrive.

A few ways to keep approvals flowing:

• Set a predictable approval cadence – Send requests at consistent times or batch them into clear daily windows to reduce lag.
• Clarify approval thresholds – Define which invoices truly require leadership review. Less noise improves turnaround times.
• Enable easy mobile approvals – Even if most work happens on a desktop, a mobile-friendly option prevents backlogs.
• Adopt digital tools – Embedded ERP approval workflows and Electronic Signatures allow leaders to review and sign wherever they are.

Even small refinements can dramatically reduce bottlenecks in a month that’s anything but predictable.

2. Standardize Payment Runs to Avoid the Year-End Scramble

December often feels like one continuous payment run. Last-minute requests, shifting priorities, and invoice corrections make it harder to keep batches organized and on schedule.

Try these steps to simplify payment cycles:

• Publish a year-end payment calendar – Proactive deadlines help vendors, internal teams, and leaders stay aligned.
• Communicate cutoffs early – Most stakeholders adapt quickly when expectations are clear.
• Group similar work – Build batches based on consistent criteria to reduce repetitive decision-making.
• Address recurring exceptions – Identify the departments or vendors causing delays and resolve root issues.

For teams ready to automate, tools like Mekorma Payment Hub can streamline batch creation — but even without new software, standardizing your cycle reduces chaos and time-to-pay.

3. Simplify Multi-Entity Processing With Unified Workflows

Organizations managing several legal entities face multiplied complexity at year-end — different approval rules, separate checkbooks, distinct vendor requirements, and varying timelines.

Consistency goes a long way:

• Document every entity’s workflow – Store process details in a shared place to eliminate guesswork.
• Centralize what’s feasible – Start with vendor maintenance, compliance checks, and approval limits.
• Sync timing where possible – Align approval cycles or payment runs to minimize task switching.
• Establish a single list of priorities – Clear visibility reduces cognitive load and helps the team stay focused.

Tools like Mekorma Action Board for Shared Services can centralize approvals, batch management, and controls — reducing up to 75% of repetitive work for some teams.

Even modest alignment can significantly decrease duplicate effort, especially at year-end.

4. Remove or Outsource Tasks That Don’t Require AP Expertise

One of the fastest ways to relieve AP stress is to eliminate tasks that don’t need AP’s specialized judgment.

Practical ways to reduce non-essential workload:

• Eliminate paper-heavy steps – Printing checks, stuffing envelopes, and mail prep consume far more time than many realize. Shifting to digital payments frees hours each week.
• Automate repetitive workflows – Batch building, routing, and compliance checks are prime candidates for tools like Action Board, Remote Payment Services, or Vendor Validation.
• Update outdated reports – Year-end is a perfect time to retire unused reports or create templates for those you still need.

Removing even a handful of unnecessary steps can feel like adding an extra pair of hands during peak season.

A Smoother, More Predictable New Year Is Within Reach

Year-end will always be busy, but it doesn’t have to be overwhelming. Small, intentional changes accumulate — and AP teams that know their process well can make meaningful improvements almost immediately.

Whether you streamline intake, reduce approval delays, standardize payments, or eliminate repetitive tasks, each step builds a healthier, more sustainable AP function.

When AP teams feel supported, the entire organization benefits.

If you’d like help identifying the most impactful improvements for your Business Central or GP environment, our team is here to help.

Reach out anytime at sales@mekorma.com — we’re always happy to review your workflow and share insights from AP teams across our community.