--- title: Your New Year’s post-close playbook for AP automation url: https://www.medius.com/blog/your-new-year-s-post-close-playbook-for-ap-automation/ updated: 2025-03-06T20:30:16Z --- [Back to Blog](https://www.medius.com/blog/) Accounts Payable 1.16.2025 # Your New Year’s post-close playbook for AP automation Set your AP team up for success in 2025 Table of Contents 1. Reflect on the year-end close process 2. Prioritize accurate, clean data 3. Reassess AP workflows and policies 4. Identify AP automation gaps 5. Evaluate AI in AP automation 6. Make fraud prevention a top priority 7. Leverage data for decision-making 8. Build a plan for continuous improvement 9. Celebrate wins and set goals 10. Medius is a partner for success Hear what's covered in this article: * * * With 2024 officially over, now is a great time to look ahead and prepare your accounts payable team for the year ahead. It can seem hard to fit in when schedules are tight and project lists stack up, but with a little planning, you can refine and improve your AP process and automation technology support for a better 2025. Here’s a quick guide for the AP automation playbook to help you get started: 1. Reflect on the year-end close process It’s always good practice to do a review, so take a moment to look back at your [year-end close](https://www.medius.com/blog/mastering-year-end-close-checklist-for-ap-teams/ "Mastering year-end close: checklist for AP teams"). Think about what went well, where things got stuck, and what slowed you down. This quick reflection can help you spot problems and set clear goals to improve in 2025. Action Steps: **Conduct a debrief meeting** Gather your AP team and discuss what went well and what didn’t. **Analyze bottlenecks** Identify issues like delayed approvals, invoice discrepancies, or payment errors. Write down specific results, stats, insights, and details. **Set improvement goals** Establish specific goals to address these challenges in the new year. Practical Example: Last year, your team encountered delays during the final approval stages due to slow manual routing. After reviewing this issue, you set a goal to implement a new automated approval workflow for 2025 to speed up this process. 2. Prioritize accurate, clean data The start of a new year is a great time to clean up your vendor master data. Although it’s not everyone’s favorite action item, it’s incredibly valuable when done. Inaccurate or outdated data can lead to fraud, duplicate payments, and inefficiencies—issues that only grow as your vendor list expands. Action Steps: **Remove inactive vendors** Purge any inactive vendors you’ve not used. **Update vendor details** Verify and update contact, payment, and banking information. **Implement data validation tools** [Use AI-powered AP software](https://www.medius.com/blog/how-ai-is-strengthening-aps-most-important-functions/ "How AI is strengthening AP’s most important functions") to aggregate and flag inaccurate or outdated data. **Set up annual reviews** Schedule regular vendor data reviews to ensure data accuracy. Practical Example: You processed a payment to a vendor with outdated banking information, which caused the payment to bounce and caused delays. After cleaning up your vendor data and implementing a quarterly review, you will ensure that all payment information remains current, reducing the risk of errors. 3. Reassess AP workflows and policies Evaluate your AP workflows to ensure they’re still effectively serving your team. Are there bottlenecks slowing things down? Are approvals still timely? Reassessing workflows can improve efficiency and align processes with evolving business goals. Action Steps: **Review approval thresholds** Are they aligned with your current business structure? Can you [speed up approvals with AI or automation](https://www.medius.com/solutions/medius-copilot/ "Medius Copilot")? **Evaluate payment schedules** Can automation streamline recurring payments? **Check exception handling processes** Are escalation procedures clear and effective? Practical Example: You’ve noticed that invoice approval takes too long when a single manager is responsible for multiple approval stages. To streamline this and [remove backlogs](https://www.medius.com/blog/how-to-clear-invoice-approval-backlogs-with-automation/ "How to clear invoice approval backlogs with automation"), you plan to introduce a multi-level approval system to distribute responsibilities and speed up the process. 4. Identify AP automation gaps If your AP team still relies on manual work somewhere in the process, it’s a good time to flag that and look at how automation can help. Your AP automation software can likely do more than it’s doing now. Action Steps: **Identify areas for automation** Start by [automating invoice routing](https://www.medius.com/solutions/medius-accounts-payable-automation/invoice-automation/ "Invoice Automation"), approval workflows, and payment scheduling. Once you have these down, examine process bottlenecks more deeply (think invoice capture, PO matching, and reporting). **Integrate AP automation tools** Choose solutions that work seamlessly with your existing ERP or accounting system. **Monitor performance** Continuously track how automation improves efficiency and reduces manual errors. Practical Example: Manual invoice routing caused delays last year, resulting in missed payment deadlines. By automating invoice routing to the appropriate department, invoices can be processed faster, and timely approvals happen, preventing late fees. [!\[Q&A wooden block\](https://www.medius.com/media/th0d055p/cube_question_magnifying_bean.png?rmode=max&width=372&height=0&v=1dad4b27f8e9990)](https://www.medius.com/blog/common-questions-and-answers-for-improving-your-accounts-payable-process-in-2025/) [See Q&A on improving accounts payable](https://www.medius.com/blog/common-questions-and-answers-for-improving-your-accounts-payable-process-in-2025/ "Common questions and answers for improving your accounts payable process in 2025") 5. Evaluate AI in AP automation AI is changing the game for AP automation, helping to prevent fraud, speed up invoice processing, and manage cash flow more effectively. It’s the perfect time to explore how AI can take your AP automation to the next level and [deliver significant ROI](https://www.medius.com/blog/how-to-measure-roi-of-ap-automation/ "Measuring the ROI of your AP Automation implementation"). Action Steps: **Evaluate your current processes** Assess which areas of your AP workflow would benefit most from AI, such as invoice capture, processing, fraud detection, or payment scheduling. **Leverage AI features of AP automation** Work closely with your AP automation provider to identify AI features that can help, or if you don’t have a vendor, [choose one that meets your business needs](https://www.medius.com/blog/10-questions-to-ask-when-evaluating-accounts-payable-solutions/ "10 questions to ask when evaluating accounts payable solutions"). **Train your team** Prepare your AP team by offering training on using AI tools effectively and ensuring they’re familiar with the new workflows and concepts like [prompt engineering](https://www.medius.com/blog/what-is-ai-prompt-engineering-and-how-does-it-work-with-accounts-payable-automation/ "What is AI prompt engineering, and how does it work with accounts payable automation?"). Practical Example: Last year, your team struggled with manually verifying large volumes of invoices, leading to delays and errors. An AI-driven invoice processing system automates verification, flags discrepancies, and matches invoices to purchase orders, which can make approvals 30% faster and reduce errors by 40%. 6. Make fraud prevention a top priority [Fraud risks](https://www.medius.com/financial-census/ "Financial Census") are evolving, and accounts payable teams are prime targets. Phishing, invoice fraud, and ACH scams are on the rise. This year, prioritize security to protect your organization’s finances. Action Steps: **Implement multi-factor authentication (MFA)** Use MFA for all payment approvals to add an extra layer of security. **Use fraud detection tools** [Leverage AI-powered tools](https://www.medius.com/blog/how-ai-is-advancing-accounts-payable-fraud-detection/ "How AI is advancing accounts payable fraud detection") to analyze transaction patterns and detect irregularities. **Train your team regularly** Train your AP team to recognize phishing scams and other fraud tactics and implement a [whistleblower policy](https://www.medius.com/financial-census/whistleblowing/ "Whistleblowing"). Practical Example: Last year, your team encountered a phishing scam that almost resulted in a fraudulent payment. Implementing MFA and training your team to spot scams will significantly reduce the risk of future fraud. Whistleblowing: 80% of financial professionals stay silent on suspected internal fraud fearing retaliation. [Find out why](https://www.medius.com/financial-census/whistleblowing/ "Whistleblowing") 7. Leverage data for decision-making Your AP processes generate [valuable data](https://www.medius.com/blog/getting-the-most-from-your-ap-data/ "Getting the most from your AP data"). Analyzing this data allows you to uncover patterns that drive smarter business decisions and optimize vendor relationships. Action Steps: **Review historical performance** Use data to evaluate vendor performance and negotiate better terms. **Identify bottlenecks** Look for recurring delays in approvals or payments and work to eliminate them. **Monitor payment behavior** Track early-payment discounts and aim to take advantage of them to improve cash flow. Practical Example: By analyzing payment trends, you discover that vendors offering early-payment discounts get paid late. With this insight, you can implement a system to prioritize early-payment vendors, improving cash flow and vendor relationships. 8. Build a plan for continuous improvement Automation isn’t a one-time fix—it requires ongoing reviews and adjustments. Set a plan for review and improvement to ensure your AP team remains efficient and aligned with best practices. Action Steps: **Schedule regular automation reviews** Evaluate your AP automation tools quarterly to identify improvements or adjustments. **Stay informed on industry trends** Follow changes in [e-invoicing regulations](https://www.medius.com/solutions/medius-accounts-payable-automation/compliance/french-e-invoicing-mandates/ "eInvoicing Mandates"), AI developments, and other trends to keep your processes current. **Encourage innovation** Foster a culture where your team feels comfortable suggesting process improvements. Practical Example: You introduced new automation last year, but after quarterly reviews, you identified that approval workflows could be further streamlined. By adjusting approval levels, your team is now more agile and able to respond more quickly to business needs. 9. Celebrate wins and set goals End the year on a high note by celebrating your team’s accomplishments. Recognition boosts morale and sets the stage for the next year’s challenges. Then, set clear, measurable goals for 2025. Action Steps: **Celebrate wins** Acknowledge your team’s hard work in closing the year successfully. **Establish KPIs** [Identify the benchmarks](https://www.medius.com/lps/ap-health-check/ "AP Health Check"), KPIs, and action items for 2025. Use resources to help. **Stay focused and track** Ensure everyone aligns on the goals and stays focused on reaching them. Track where you are regularly and readjust when needed. Practical Example: Your team reduced invoice processing time by 15% last year. Celebrate this achievement and set a goal to cut processing time by 20% in 2025 by automating more processes. * * * ## Medius is a partner for success No matter where you are in your automation journey, Medius can help. If you’re looking for additional resources or support to help you set up for success this year, let our team work with you to identify the tools and strategies that will best fit your goals. Q&A for improving your AP process [Read blog](https://www.medius.com/blog/common-questions-and-answers-for-improving-your-accounts-payable-process-in-2025/) See Medius in action [Watch a demo](https://www.medius.com/watch-a-demo/#recorded) ![online meeting screen video](https://www.medius.com/media/cqymif54/adobestock_339096035_red.jpg?width=310&height=270&v=1d9926261850c60) Get personalized support [Schedule a call](https://www.medius.com/watch-a-demo/#bookameeting) #### The Financial Professional Census Explore hurdles facing finance professionals today and learn how to overcome them in our research-backed Financial Professional Census report. [Get the report](https://www.medius.com/resources/guides-reports/financial-professional-census-report-2024/ "Financial Professional Census Report 2024") #### Ardent Partners' State of AP in 2026 AI is changing what AP teams can do, and fast. Get leading analysts at Ardent Partners' take on where the industry is headed. [Get the report](https://www.medius.com/resources/guides-reports/ardent-partners-state-of-ap/ "Ardent Partners State of AP") #### Webinar: Preparing for agentic AI in AP In this webinar with SSON, see how leading finance teams are moving from automation to autonomous AP, with real governance built in. [Watch the webinar](https://www.medius.com/resources/events-and-webinars/through-trust-and-governance-sson/ "Through trust and governance SSON") #### Discover accounts payable benchmarks Learn the efficiency metrics that matter for AP teams and the benchmarks derived from thousands of Medius customers around the globe. [Get the report](https://www.medius.com/resources/guides-reports/ap-benchmark-report/ "AP Benchmark Report") #### Watch a demo Get a first-hand look at Medius AP Automation, Analytics, and Pay with our 13-minute product demo. [Watch now](https://www.medius.com/watch-a-demo/#recorded "Watch a demo") ## Related Posts [8.11.2026 Fraud & Risk The best AP automation platforms for strengthening payment controls](https://www.medius.com/blog/the-best-ap-automation-platforms-for-strengthening-payment-controls/) [8.10.2026 Accounts Payable Top finance and accounting conferences and events in 2026](https://www.medius.com/blog/top-finance-and-accounting-conferences-events/) [8.10.2026 AP Automation Best AP automation software for e-invoicing compliance](https://www.medius.com/blog/best-ap-automation-software-for-e-invoicing-compliance/) [8.7.2026 AP Automation Why manufacturing invoice matching creates so many exceptions](https://www.medius.com/blog/why-manufacturing-invoice-matching-creates-so-many-exceptions/) [8.6.2026 AP Automation Why global expansion creates AP complexity faster than expected](https://www.medius.com/blog/why-global-expansion-creates-ap-complexity-faster-than-expected/) [8.6.2026 AP Automation How can manufacturers improve invoice matching and PO matching?](https://www.medius.com/blog/how-can-manufacturers-improve-invoice-matching-and-po-matching/) Previous Next [View All Posts](https://www.medius.com/blog/) ## Ready to transform your AP? 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