What finance teams expect from their AP software (and how UX is catching up)
Finance teams today are under pressure to do more with less. Manual processes and outdated systems can slow finance operations, like AP, down. That's where the power of modern technology—AI, automation, and improved user experience (UX)—comes in. UX in software has always been important. It’s pretty simple: When technology is easy and efficient for people to use, they’re happier and more likely to keep using it.
But what exactly are teams looking for in their AP software, and how does UX play into it? Let’s dive into it.
The challenges of legacy AP systems
Are you still using a legacy AP system? If so, you’re likely familiar with the frustration these outdated systems cause. While these old-school systems may have worked in the past, they fall short in today’s fast-paced, efficiency-driven environment.
Legacy AP systems are known for their:
- Clunky interfaces that make simple tasks unnecessarily complicated.
- Slow processing speeds that delay approvals and payments.
- Lack of automation, keeping manual work front and center.
- Confusing user interfaces that frustrate teams trying to complete routine tasks.
- Difficulty integrating with existing systems, making it harder to streamline workflows.
The result? Higher labor costs, more mistakes, and plenty of frustration. Whether it’s a slow dashboard or limited customization, these outdated systems can slow down productivity. Delayed invoice approvals, missed payments, and extra manual work all pile up, making things slower and increasing the risk of errors.
The shift to modern AP software: AI and intuitive UX
Luckily, modern AP automation solutions address these issues, especially when it comes to UX. That means more intuitive, AI-powered software that makes your job easier and your workflow smoother. Here’s how modern software is bridging the gap:
AI-powered accounts payable: reducing manual work
One of the biggest advancements in AP technology is using AI to automate repetitive, time-consuming tasks, like invoice matching, approval routing, and payment processing.
How AI helps:
Automates repetitive tasks, including invoice entry and approval routing, freeing up teams for more strategic work.
Improves accuracy by reducing human involvement and minimizing errors.
Speeds up approvals and payments, improving vendor relationships and cash flow.
Enables smarter decision-making by analyzing data to help forecast cash flow, manage working capital, and spot risks.
AI saves you time and makes the whole user experience smoother by cutting down on manual work, making AP software easier and more efficient to use.
“Medius provides state-of-the-art AI and machine learning that is superior to the system we had in place. It actually grows 'smarter' with every invoice.”
Michael Weare
Project Manager, Granngården
Virtual agents & chatbots: elevating interactivity
Virtual agents and chatbots are changing the way we interact with AP software. Powered by AI, these tools are available 24/7 to provide instant assistance, resolve issues, and answer common questions—without the long wait times or unnecessary back-and-forth.
For example, if you’re unsure about the status of an invoice or need approval routed to the right person, a virtual agent can pull up the relevant information, guide you through the steps, and even handle some of the tasks for you—just like having an assistant at your fingertips 24/7.
How they improve UX:
Instant help for questions and routine tasks, eliminating the need to wait for support.
24/7 availability so finance teams can get assistance anytime, even outside business hours.
Reduce manual work by handling simple queries, freeing up human resources for more complex tasks.
With these tools in hand, you can tackle issues fast and keep things running smoothly.
Predictive analytics: helping teams stay ahead
Predictive analytics is another powerful feature of modern AP software. By analyzing historical data, predictive tools can help finance teams forecast cash flow, anticipate payment delays, and even predict potential cash shortages before they happen.
How predictive analytics improves UX:
Proactive problem-solving by identifying potential issues before they arise.
Better forecasting to ensure resources are available when needed.
Data-driven decision-making to help teams plan effectively and stay prepared for the future.
With the right AP analytics, you can stay one step ahead, making smarter decisions that keep operations running smoothly.
A modern UI for today’s AP team
While powerful back-end technology is crucial, the user interface (UI) is what truly defines the overall experience. A poorly designed UI can slow down operations, no matter how sophisticated the system is behind the scenes.
How a modern UI improves UX:
Streamlined design that allows users to navigate tasks and access key information quickly.
Faster workflows thanks to clear labels, simple navigation, and quick access to frequently used features.
Customization options that allow teams to tailor workflows to their specific needs.
A good UI can turn AP software from frustrating to enjoyable—making it simple to approve invoices, track payments, and keep everything organized.
UX in compliance and error reduction
Modern AP software isn’t just about ease of use; it also plays a crucial role in ensuring compliance and reducing errors. Built-in features like real-time invoice validation, fraud alerts, and automated tax compliance ensure finance teams stay on track and avoid costly mistakes.
How UX enhances compliance and error reduction:
- Real-time validation to catch issues before they become problems.
- Fraud detection to prevent duplicate invoices and suspicious payments.
- Automated tax compliance to ensure accurate VAT and tax codes, reducing the need for manual checks.
Modern AP software uses automation to make compliance easier, taking the stress off your team.
AP Automation and compliance: automations, regulations & expectations
Watch this on-demand webinar to learn how you can eliminate many common issues associated with AP automation and compliance and streamline your business operations with our AI-driven approach to AP automation and compliance.
The future of AP software: smarter, faster, and easier for you
Looking beyond 2025, AP software will continue to evolve, offering even more advanced AI features, automation, and smarter analytics.
AP trends to watch in 2025:
Autonomous AP with AI-driven invoice processing and fraud detection.
E-invoicing and tax compliance, as well as stricter global regulations, make automation essential.
All-in-one payment solutions for ACH, wire transfers, checks, and virtual cards.
Stronger fraud prevention powered by AI to combat deepfake scams and internal fraud.
Seamless collaboration tools connecting finance, procurement, and IT for real-time decision-making.
Why UX matters more than ever
AP software shouldn’t slow you down—it should work for you. The best solutions:
- Automate repetitive tasks
- Predict risks before they happen
- Reduce errors and compliance headaches
With AI-powered automation and smart analytics, you’ll speed up approvals, cut costs, and strengthen supplier relationships—all without the frustration of outdated systems.
Start with Medius, and get autonomous AP
AP is getting faster, more secure, and easier to use. Are you keeping up? Medius is leading the way with AI-driven solutions built for finance teams like yours.
See how Medius can simplify your AP process.
