How to Implement Robotic Automation in Accounts Payable

Robotic automation is rapidly transforming the way accounts payable departments operate, improving accuracy while eliminating the tedious tasks of data entry and allowing workers to focus on more strategic business objectives. Through the use of a cloud-based order to cash software, companies can easily adopt this new technology and benefit from its cost-saving features. This guide will provide an introduction to robotic automation in accounts payable and outline a step-by-step process for incorporating it into existing operations.

The concept of robotic automation in accounts payable is relatively simple: a software platform uses robotic process automation (RPA) to automate tasks in an accounts payable system. This RPA allows software bots to be deployed to interact with existing orders to cash systems and reimburse vendors based on defined steps. By doing this, the system can manage vendor payments, reconcile them against invoices, and ensure that vendors are not overpaid or underpaid.

For the C-suite, robotic automation in accounts payable provides a way to efficiently manage vendor payments while avoiding the risks associated with manual entry, such as manual error and fraud. As a bonus, management can feel secure knowing that the software bots can issue reimbursements to vendors while adhering to the company’s policies and goals.

In order to make the most of robotic automation in accounts payable, companies need to have a clear understanding of the process and how to implement it. Here is a step-by-step guide to implementing robotic automation in accounts payable:

Step 1: Initial Planning

Any transition to robotic automation in accounts payable should begin with the development of a realistic plan. Company leaders should establish the desired outcome, define a timeline for implementation, and recognize any limitations that could impede success. It is important to clearly identify accounts payable processes to be automated and make sure that they meet the needs of the payees.

Step 2: Choose a Cloud-Based Order to Cash Software

With robust ordering and payment software available, companies have the option to choose a cloud-based order to cash software that complements existing accounts payable systems. This software should be integrated with existing back-end systems and should provide secure data storage, easy-to-use digital tools, and automated payments. Executive departments should look for a platform that is compatible with their existing ERP system and cloud-based services, and one that is reliable and cost-effective.

Step 3: Set Up the Robotic Automation Solutions

Once the company has selected a cloud-based order to cash software, it is important to properly configure the robotic automation solutions. This means setting up bots to automate accounts payable processes and providing the necessary information for them to interact with existing orders to cash systems. This process should be closely monitored by IT professionals to ensure that all components of the robotic automation are configured properly.

Step 4: Monitor the System

Once the robotic automation has been set up, it is essential to monitor the system on a regular basis. This ensures that the bots are interacting securely and efficiently with the existing accounts payable system, and that vendor payments are being properly reconciled with invoices. Regular monitoring is also important to identify any errors or discrepancies, prevent fraud, and maintain secure data.

Step 5: Track Performance

Another important step to take after robotic automation has been implemented is to track its overall performance. Companies should measure performance indicators such as accuracy, cost savings, and compliance to provide feedback on improvement initiatives. This feedback can be used to make adjustments to the automation processes and ensure that the system is meeting both the company’s objectives and the needs of its vendors.


Robotic automation in accounts payable provides an opportunity for companies to streamline both their internal operations and external relationships. By following the steps outlined, executives can successfully set up a cloud-based order to cash software that will automate accounts payable tasks, increase accuracy, and ensure that vendors are reimbursed according to defined goals. With these steps, companies can improve their accounts payable operations while also avoiding fraud and controlling costs.