Stop Treating AP Automation Like a Software Project

AP automation works best when it is approached as a change in behavior and policy, not just a software project. By addressing how work is done, who is involved, and why the change matters, Business Central teams set the foundation for automation that sticks and delivers long-term value. 

This mindset applies whether you are leveraging standard Business Central functionality to layer in AP automation tools or evaluating an ISV because native features are not enough. When process alignment comes first, the technology, whether built in or third party, becomes an enabler instead of a roadblock.

1. Start With the Vision, Audience Alignment, and the Right Level of Automation

Before talking about tools, start by defining the goals of AP automation. Identify what problem(s) you are solving and what success looks like across the organization.

At the same time, align the message to each audience so the vision is understood consistently across the organization. Let's look at some of the most typical roles and the benefits they gain:

• AP Clerk - Less manual entry, fewer email follow-ups, clearer audit trail
• Managers / Approvers - Faster approvals (including on mobile), visibility into commitments
• Finance Leadership - More accurate financials, better spend control, reduced fraud risk
• Executives - Alignment with financial controls and cash flow strategy

With a shared vision and aligned expectations in place, evaluate whether standard Business Central functionality can meet the need or whether additional tools are required. Many organizations can go further than expected using native features such as approval workflows, default dimensions, recurring purchase lines, document attachments, and the Payables Agent. Others may determine that invoice volume, capture complexity, or exception handling justify an ISV or targeted development.

The key is that the technology decision flows from the agreed vision and audience needs, not the other way around.

2. Standardize the Process Before Automating It

Automation magnifies whatever process already exists, whether efficient or inefficient. Regardless of the AP solution being used, standard processes will allow the automation to reinforce consistency instead of chaos. Here are some key scenarios: 

• Vendor Setup - Use a vendor request form and limit who can create / modify vendors in Business Central.
• Invoice Capture - All invoices routed to a central AP@company.com inbox or document capture queue.
• Approval Routing - Who needs to review the invoices and for what purpose (i.e. GL coding vs. review of amount)
• Coding Rules - Use Default Dimensions and Recurring Purchase Lines to reduce manual coding.
• Payment Runs - Define a standard payment schedule

3. Prepare the People Before the Tool

In most organizations, invoices flow through email inboxes, shared drives, and hallway conversations. Multiple stakeholders handle coding, approvals, and exceptions differently.

Before configuring workflows in Business Central or an AP automation extension: