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Accounts payable can become needlessly complex. Errors creep in. Delays are common. And finance teams often feel pulled away from their core responsibilities to deal with pesky, time-consuming admin.
But simple automation can change all of that for the better… and we’ve imagined up this AP automation case study to show you how.
Get ready to go on a journey with Brightfield Supplies – a fictional business that rethinks how it handles expenses and supplier payments through AP automation. Through a digital-first approach, supported by our clever receipt scanner and mileage tracker, the finance team replaces slow approvals and patchy data with something far more reliable.
Brightfield Supplies operates across several regions. As the company expanded, its manual AP systems started to show strain. Receipts were always going missing. Some invoices arrive by email, others on paper. There was no consistent approval process, and records were often incomplete by the time they got to the finance department.
Employees found it difficult to log travel expenses accurately, leaving mileage claims vague. Many were submitted late, and others are estimated rather than recorded. This resulted in the finance team begrudgingly spending valuable hours chasing clarification.
The situation began to affect supplier relationships. Some vendors stopped offering flexible payment terms, while others started charging interest on late payments. Internally, the finance team feels stuck in a cycle of fixing errors and playing catch-up instead of planning ahead.
The tipping point came when a supplier threatened to pause deliveries unless overdue invoices were resolved within the week. The finance team managed to process the payments in time, but it’s a close call.
Brightfield’s financial controller suggests reviewing AP automation options. The goal is clear: reduce delays, improve accuracy, and give the finance team space to focus on more meaningful work. After comparing several solutions, the company chose us here at ExpenseOnDemand. They liked the sound of our clear pricing and ability to bring expenses and invoice processing into one easy-to-use platform.
Implementation of AP automation was staggered to avoid disruption. The team started by using our handy receipt scanner, which allows staff to upload receipts from their phones. Paper trails disappeared overnight, and lost documents no longer held up reimbursements.
Next, the business activated our mileage tracker. It logs distances in real time, using location data, meaning that every claim now comes with a record. Their finance team no longer had to question estimates or ask for supporting evidence after the fact, to the joy of everyone involved!
Supplier invoices were handled through automated capture. Whether they arrived as PDFs or scans, the system read the key data and routed it to the correct approver. Once authorised, they moved into the payment workflow lickety split.
Within a month, delays across the board began to drop. Expense claims were submitted on time, and approvals moved quickly. Staff no longer needed to print documents or re-enter details that were already written down elsewhere.
The finance team reported fewer discrepancies. Time once spent cross-checking figures was now used to analyse trends, and patterns in spending became easier to spot. Overspending in certain areas was flagged early.
Cash flow planning became less reactive. The team could now see what was pending, what was approved, and what still needed attention. With this visibility, the business negotiated improved terms with two key suppliers who had previously been hesitant to commit.
Automation also brought consistency to Brightfield Supplies. Staff followed the same process, whether submitting a taxi receipt or approving a large invoice. The system applied rules based on the company’s policies, which removed the need to check every claim manually.
One of the clearest benefits was the reduced manual data entry – to their finance team’s delight! The software extracted the relevant invoice data and mapped it to the right account code, reducing errors caused by typos, skipped lines, or duplicate entries.
The approval process became as simple as can be, and their finance team didn’t need to chase updates anymore. Line managers no longer held up payments by forgetting to sign something off because the system reminded them, and if they were off on their hols, it simply redirected the task.
With fewer interruptions, the finance team had more room to plan as they were no longer stuck in manual admin hell. Instead, they reviewed supplier performance, prepared for audits with greater ease, and produced reports that actually reflected the current position of the business. This shift boosted morale, too, as staff no longer felt as though they were working just to catch up.
This scenario presents a best-case outcome for all you optimists out there. Not every business will move this quickly or see immediate results, but many of the improvements described here are realistic, even with a partial rollout. Automating just one area, like receipt capture or mileage claims, can lead to valuable savings in both time and effort.
What matters most is choosing a platform that fits your current workflow and supports future changes. You’ll be pleased to know our ExpenseOnDemand software provides that kind of flexibility; teams can start small and expand usage as confidence grows.
For businesses looking to simplify their accounts payable processes, our ExpenseOnDemand software brings together automation and usability. Features like our receipt scanner and mileage tracker help teams reduce paperwork and improve data quality from day one.
Supplier invoices are managed through digital capture, with approval paths that match your internal structure. Whether you’re dealing with large-scale vendor payments or small employee expenses, the system gives you the visibility to manage both with confidence.
This ideal scenario may feel out of reach, but it’s closer than many businesses think. With the right automation tools, you don’t need a complete overhaul to start seeing results. We help businesses reduce admin faff with automation without losing control. From simple expense tracking to full AP automation, it’s built for teams who want clarity, not complexity.
Want to see how it could work for your business? Book a demo today to learn more.
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