How does AI help accounts payable professionals in day-to-day work?
Accounts payable (AP) managers face a constant stream of demands: processing invoices, handling supplier questions, and keeping track of every transaction’s accuracy. With AI and emerging agentic AI capabilities stepping in to help, these professionals can navigate their daily responsibilities more effectively and strategically. Let’s look at some examples of how AI supports AP managers in their day-to-day work, making them more efficient, proactive, and–happy.
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Automating data entry and invoice matching
An optimal day: handling high volumes of invoices with ease.
For AP managers, mornings usually kick off with a large stack of invoices that need processing and validation. Traditionally, this meant spending hours on repetitive tasks like manually entering invoice data and matching each invoice to its purchase order. But thanks to AI, that data entry hassle is a lot lighter now.
With an AI-powered or agentic AI-driven system, invoice data can be automatically captured and filled in, quickly matching it with purchase orders or goods received notes. Instead of sifting through dozens of invoices line-by-line, an AP manager can let AI verify details on the spot and flag any discrepancies. This means they can approve invoices faster, giving them more time to tackle the trickier stuff.
See how agentic AI-powered AP automation can transform your workflow.
What is agentic AI?
Agentic AI takes artificial intelligence to the next level. Instead of waiting for human approval, it learns, decides, and acts on its own, driven by goals, rules, and past experience.
Traditional AI says
“Here’s what you should do.”
Agentic AI says
“I already did it.”
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Ensuring accurate payment processing
An optimal day: preventing errors before they happen.
Getting payments right is really important for AP managers because mistakes can lead to unhappy suppliers or financial mix-ups. One of the daily tasks is to carefully check payment data to avoid overpayments, duplicate payments, or missed invoices. AI tools help by automatically comparing payment details with past transactions, spotting inconsistencies, and flagging duplicates.
With agentic AI, these systems can now take initiative, automatically pausing questionable payments and prompting human review, or even routing exceptions to the right team member based on context. This proactive strategy not only helps avoid costly errors but also cuts down on manual reviews that can eat up a big chunk of the day.
Discover the importance of error-free AP processes for accuracy and trust.
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Handling supplier inquiries efficiently
An optimal day: managing supplier relationships smoothly.
One of the biggest time sinks for an AP manager is answering supplier inquiries. Suppliers often reach out to check on payment statuses, verify invoice details, or discuss outstanding amounts. Without AI, these questions can pile up, leading to a ton of emails, phone calls, and document checks.
But those routine questions get handled instantly and accurately with AI-driven chatbots or conversational agents. For instance, when a supplier checks in about payment status, the AI can quickly pull up the relevant info and respond automatically. Agentic AI can even act on behalf of the AP manager, resolving routine issues, updating records, or escalating exceptions when needed. This cuts down response time, letting the AP manager tackle more complex supplier issues while ensuring suppliers get the timely and accurate information they need.
Read more about how agentic AI agents are transforming AP workflows.
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Detecting and preventing fraud
An optimal day: staying ahead of security threats.
Fraud detection is a crucial job for AP managers, but it often means lots of monitoring and diving into complex patterns. Instead of just waiting for red flags during end-of-month reviews, AI helps AP managers stay alert all day by constantly scanning transactions for anything unusual.
For instance, if a payment request comes through with an odd amount, AI can compare it to past transaction data and flag it if it doesn’t seem right. With Agentic AI, fraud detection does more than just flag issues. It can dive in on its own, check supplier info, and learn from past cases to cut down on false alarms. This lets AP managers check out potential fraud in real-time rather than finding out later. By looking for these anomalies, AI gives AP managers peace of mind, knowing they’re protected against fraud and compliance risks.
Explore how AI safeguards compliance and reduces fraud risks in AP.
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Reviewing spend analytics for strategic decisions
An optimal day: gaining insightful data for better planning.
Beyond daily operations, AP managers often look at spending data to spot trends or areas where they could save some cash. Traditionally, this meant pulling reports and crunching numbers, which could consume hours of their day. But with AI-driven analytics, that task gets much easier with up-to-date, easily accessible reports.
For instance, if an AP manager wants to see which suppliers are getting paid late, they can use agentic AI analytics to quickly generate a report that shows late payments and what might be causing them. You get more than just data. You get agentic AI agents that interpret, make recommendations, and trigger workflows to improve performance. This info can help start a conversation with the supplier about renegotiating payment terms, benefiting both cash flow and supplier relationships. With AI's help, AP managers can make smarter, more strategic decisions without spending all day sifting through data.
Find out how AI in AP data analytics can support decision-making.
AI makes work less stressful for AP teams.
AI doesn't replace AP managers; it actually boosts their skills, helping them get more done in a day without the stress. By taking care of repetitive tasks, improving data accuracy, answering supplier questions, watching for fraud, and offering actionable insights, agentic AI allows AP managers to concentrate on the bigger picture.
AI at Medius – It’s what we do.
AI is engrained in all of Medius’s tools – so AP managers and professionals can focus on what matters most – and not become bogged down with tedious tasks. Innovation is at the core of Medius, so it’s no surprise our customers reap the benefits. See how we can help you and your team.
