Accounts Payable Automation In Australia
Reduce manual processing, improve controls, and streamline invoice approvals with a modern Accounts Payable Automation solution built for local finance teams.
Why automating invoice processing is critical.
Manual invoicing challenges
Manual invoice processing presents a range of challenges for organisations. It is inherently prone to human error, which can lead to discrepancies, financial losses, and compliance risks. The process is also labour-intensive and time-consuming, diminishing productivity and inflating operational costs.
Tracking invoice status becomes increasingly difficult, often resulting in delayed approvals and payments. As organisations scale, manual processes struggle to manage growing volumes efficiently, creating significant scalability issues.
These limitations not only hinder operational performance but also increase the risk of non-compliance with financial and regulatory requirements.
Accounts Payable Automation helps Australian organisations reduce manual work, improve financial controls, and gain clear visibility across the entire accounts payable process.
Many finance teams still rely on email approvals, spreadsheets, and manual data entry. Over time, this creates delays, errors, and unnecessary risk. Accounts payable automation replaces these manual steps with structured workflows, intelligent invoice capture, and real-time reporting.
Efficiency Leaders delivers accounts payable automation designed specifically for Australian organisations, including councils, construction firms, healthcare providers, education institutions, and enterprise finance teams.
What is Accounts Payable Automation?
Accounts payable automation is the use of software to automate the end-to-end accounts payable process, from invoice receipt through to approval and export into the finance system.
A modern accounts payable automation solution typically includes:
Automated invoice capture using OCR or PEPPOL.
Validation and exception handling.
Approval workflows aligned to financial delegations.
Integration with ERP and finance systems.
Complete audit trails and reporting.
Instead of invoices being emailed, printed, and manually keyed, automation ensures invoices are captured once, routed correctly, and approved with full visibility and control.
Why Australian Organisations Automate Accounts Payable
Australian finance teams are under constant pressure to do more with fewer resources, while still maintaining strong governance and compliance.
Common reasons organisations implement accounts payable automation include:
- High invoice volumes and limited AP capacity
- Manual processing leading to errors and rework
- Approval delays impacting supplier relationships
- Increased fraud and payment risk
- Limited visibility across multiple entities or locations
- Growing audit and compliance requirements
Accounts payable automation reduces processing time, strengthens financial controls, and gives finance leaders real-time visibility into spend and liabilities — all while centralising invoice handling, enforcing consistent workflows, and creating a single source of truth across the AP process.
Common problems that Accounts Payable Automation solves
Across Australia, finance teams consistently report the same AP challenges:
Invoices arriving through multiple channels
Data-entry errors and mismatched invoices
Invoices stuck waiting for approval
Approval processes managed through email
Poor tracking and limited reporting
Weak segregation of duties
How Accounts Payable Automation Works Infographic here
Features Australian Finance Teams Actually Need
Not all accounts payable automation solutions are the same. Australian organisations often require features that reflect local operating and compliance realities. Efficiency Leaders has built its solution with these requirements front of mind.
Support for GST and Australian tax requirements.
Flexible approval workflows across entities and cost centres.
Strong exception management.
Audit-ready approval history.
Integration with ERP systems such as JobPac, TechnologyOne, Civica, SAP, and others.
Secure, role-based access controls.
Proven support for councils and regulated environments.
Our Solution: Accounts Payable Automation with
Reduces invoice processing time to less than 3 days.
Eliminates invoice processing errors with 100% data accuracy.
Reduces invoice processing cost to $3 per invoice on average.
RapidAP is the accounts payable automation module within RapidP2P, Efficiency Leaders’ powerful end-to-end procure-to-pay automation suite.
Rapid AP is designed to streamline and simplify the entire accounts payable process, from invoice capture and data extraction to approval workflows and payment readiness. RapidAP reduces manual effort, minimises errors, and ensures faster, more accurate processing of invoices.
RapidAP is part of RapidP2P: a powerful procure-to-pay automation suite
RapidP2P brings the entire purchasing and accounts payable lifecycle into one connected system. It removes disconnected spreadsheets, email-based approvals, and manual data entry, and replaces them with guided workflows, automated compliance checks, and real-time visibility.
From initiating purchase requisitions and onboarding new vendors through a secure portal, to automating invoice processing, enabling PEPPOL eInvoicing, and providing vendor invoice statement reporting, RapidAP delivers a seamless, end-to-end AP solution. It helps organisations improve efficiency, strengthen compliance, and gain greater visibility and control over spend.
Accounts Payable Automation delivers value across many Australian sectors.
From government and not-for-profit organisations to industries like retail, manufacturing, agriculture, and aviation, Accounts Payable automation helps reduce manual workload, minimise errors, and ensure timely payments.
By centralising workflows and providing real-time insights, it empowers finance teams to make faster, more informed decisions—driving efficiency and resilience in both day-to-day operations and long-term planning.
“The system recognises the invoice. It recognises who it needs to go to and therefore, it cuts the work that is involved in getting that.”
- St John Ambulance
local government
Improve governance, reduce approval delays, and manage complex financial delegations.
retail
Streamline high-volume invoice processing, reduce manual errors, and improve cash flow visibility.
manufacturing
Streamline invoice processing across multiple sites, reducing manual workload, and ensuring timely payments
construction
Handle high invoice volumes, progress claims, and multi-site approvals.
healthcare
Reduce processing time while maintaining strict compliance and audit controls.
shipping + logistics
Manage high volumes of supplier invoices with greater speed and accuracy, improving cash flow visibility, reducing manual errors, and ensuring compliance across complex, multi-location operations.
education
Streamline approvals across faculties, departments, and campuses.
agriculture
Improve cash flow visibility, reduce manual errors, and stay compliant across seasonal and multi-site operations.
not-for-profit
Maximise resources by streamlining invoice processing, improving transparency, and ensuring compliance with funding and reporting requirements.
heavy machinery
Streamline invoice workflows, reduce manual handling, and maintain strong supplier relationships to keep projects and equipment moving
aviation
improve financial visibility, reduce processing time, and ensure compliance across complex supplier networks and regulatory environments
financial services
Increase efficiency, strengthen controls, and maintain compliance by streamlining invoice processing and providing real-time visibility into spend and liabilities.
Accounts Payable Automation with RapidAP
why choose RapidAP?
Centralised Invoice Collection
Instead of receiving invoices through various channels (email, fax, mail), you establish a single point of entry. This could be a dedicated email address, a web portal, or integration with your supplier’s system.
The AP automation software continuously monitors this central location for new invoices.
Automatic Data Entry with OCR
When a new invoice arrives in the designated location (e.g., email), the software leverages Optical Character Recognition (OCR) technology.
OCR extracts relevant data from the invoice, such as vendor name, invoice number, date, amount, and line items.
Automated GL Coding
The software offers intelligent previous coding logic to automatically assign General Ledger (GL) codes to each line item on the invoice.
These codes categorise the expense and ensure proper accounting treatment.
Automated Invoice Verification
The extracted data is compared against existing purchase orders or contracts.
Discrepancies are flagged for manual review, while invoices matching purchase orders can proceed automatically.
Streamlined Approval Workflows
The software routes invoices requiring approval to designated personnel based on pre-defined rules (e.g., amount thresholds).
Approvers can review and electronically approve invoices within the system.
Export Of Approved Invoices To ERP
When an invoice is fully approved in RapidAP, the system prepares the financial document for transfer and sends it to your ERP for payment processing.
This ensures that only complete and validated invoices reach the finance system, supporting accuracy and strong financial controls.
Unlocking Value: The ROI of Accounts Payable Automation
Most Australian organisations see measurable benefits within months of the implementation of Acounts Payable Automation. For many teams, accounts payable automation pays for itself through efficiency gains alone.
Lower invoice processing costs
Faster approval cycles
Reduced error and rework rates
Better financial visibility and reporting
Improved supplier relationships
Stronger fraud prevention controls
A powerful accounts payable automation module that saves time, cuts costs, and boosts efficiency.
✔ Automated invoice capture & validation for error-free approvals
✔ Seamless PO matching for faster processing and reconciliation
✔ Built-in fraud detection to verify banking details and prevent duplicate payments
See how much you can save with Accounts Payable Automation
Free Accounts Payable Processing Costs Calculator
Use our Accounts Payable Processing Calculator to compare manual invoicing costs with automated invoicing costs and see how much you can save by automating your Accounts Payable.
Remember our RapidAP reduces your costs by 82%. Use it as a benchmark when choosing an Accounts Payable Automation Software.
Contact Details
* Including implementation costs
The calculation is generated with a computer driven mathematical model and relies on user input. Future costs estimates are based on many assumptions and may fluctuate. These estimations are intended as a guide only.
What are the benefits of AP Automation?
AP automation offers significant benefits by streamlining the invoice processing workflow and reducing errors. Automating repetitive tasks saves time and cuts down on labour costs. With improved accuracy and faster processing, payments are made on time, strengthening vendor relationships. Enhanced visibility and tracking capabilities ensure compliance with financial regulations and provide real-time insights into cash flow. Ultimately, AP automation increases overall efficiency, scalability, and financial control, allowing businesses to focus on strategic growth.
If I already use OCR for my invoices, do I still need AP Automation?
Having an OCR will make your life significantly easier. However, it can’t do what an AI-driven AP Automation Automation Solution like RapidAP can do.
An AP Automation solution learns data patterns, interprets the data elements, and answers questions about tax lines, PO numbers and more without telling the system the exact location of those fields. This is something that OCR can’t do by itself.
RapidAP is an AI-driven platform that uses the latest OCR and invoice life-cycle management technology available on the market allowing us to improve our clients’ efficiencies way beyond the market average.
Why is configuration important?
Each company has its own approved hierarchy, invoice categories, auto-approval rules, approval procedures, business logic, and workflow rules.
Therefore, every company needs an AP automation solution that can be configured according to their business. RapidAP helps you configure the solution according to your own rules and business logic.
Smarter accounts payable starts here.
proven results
By eliminating manual data entry and reducing human error, RapidAP helps finance teams improve compliance, increase visibility, and free up resources for more strategic tasks.
The platform’s intelligent automation ensures invoices are processed promptly and efficiently, enabling timely payments, stronger supplier relationships, and scalable AP operations that support business growth.
Touchless Experience
RapidAP leverages advanced machine learning, AI, and the latest OCR technology to deliver a truly touchless accounts payable experience.
Smother User Adoption
Our user-friendly interface design and rich functionality ensure the highest user adoption rates for any AP automation solution.
Personalised Experience
Our solution comes with business rules flexibility that enables organisations to cater to changes as and when their business and processes dictate.
Rapid Return On Investment
RapidAP starts reducing your invoice processing costs from day 1 ensuring you get your returns within 6-18 months of deployment.
Easy integration with more than 98% of ERPs in the market.
RapidP2P is designed to work with the systems you already use. With easy integration across more than 98% of ERP platforms, you can automate your procure-to-pay process without the headache. No heavy IT lift, no disruption, just seamless connectivity.
Complete visibility with real-time reporting
dashboard reporting
The Dashboard Reporting module gives finance and procurement teams real-time insights into every stage of the procure-to-pay process.
From spend analysis to workflow performance, users gain a clear view of operations through customisable, easy-to-use dashboards.
Whether you’re managing compliance, identifying bottlenecks, or forecasting spend, our reporting tools put the right data at your fingertips.
Real-time Data
Up-to-date metrics across your P2P processes.
Actionable Insights
Leverage powerful analytics to identify trends, uncover opportunities, and make informed decisions that propel your financial strategy forward.
Enhanced Efficiency
Automate routine tasks and reduce manual intervention, freeing up your team to focus on high-value activities.
Custom Reporting
Tailor your reports to meet specific business needs with flexible and customisable reporting options, providing you with the precise information you need.
Improved Compliance
Maintain compliance with regulatory requirements through robust reporting and audit trails, reducing the risk of errors and non-compliance.
User-friendly Interface
Navigate effortlessly through an intuitive interface designed for ease of use, ensuring your team can quickly adapt and maximise the module’s potential.
Don’t let manual processes stall your growth. Let automation drive your finance forward.
Get in touch to book a free demo with one of our solutions specialists.
