If your finance team is still using Excel, shared folders, or an ERP to manage accounts payable, you’re not alone. But you might be working harder than you need to.
In industries like manufacturing, hospitality, and healthcare, where efficiency, compliance, and control are key, manual or semi-automated processes often hold teams back.
And in many cases, it’s not about resistance to change. It’s a handful of misconceptions that just won’t go away.
Let’s break down eight common myths about AP automation and explore what’s actually true today.
Myth 1: Excel qualifies as AP automation
Sure, Excel beats paper, but it’s still a manual system, full of repetitive work and room for error.
Tracking invoices or approvals in a spreadsheet still requires manual input, version control, and plenty of email follow-ups.
The better way: Modern AP systems eliminate spreadsheet juggling by digitizing and automating the full process, from coding to approvals and reconciliatio. So your team can focus on reviewing exceptions instead of chasing data.
Myth 2: An ERP system is all you need
ERPs are great for managing the bigger financial picture, but they were not built to streamline every step of the AP process.
Approval flows, multi-entity visibility, and audit readiness often require manual workarounds or add-ons.
The better way: Purpose-built AP automation platforms complement your ERP. They offer deeper capabilities like AI-assisted invoice coding, dynamic workflows, and full audit trails without disrupting your existing setup.
Myth 3: Invoice capture is enough
Scanning and extracting data from invoices is only the beginning. Without automated coding, routing, and status tracking, you're still managing the process manually.
The better way: Look for systems that don’t stop at capture. A good AP solution will handle the full lifecycle of an invoice — from receipt to approval to payment status — automatically.
Myth 4: Shared folders automate workflows
Shared folders may help you store invoices, but they won’t move them forward, alert anyone, or track what’s been done.
The better way: An automated system assigns tasks, sends reminders, and tracks every step of the process. So nothing slips through the cracks, even across multiple departments or locations. AP automation solutions ensure compliance in a way that shared folders simply can't.
Read also: 8 AP automation benefits that justify your investment
Myth 5: We’ll lose control if we automate
It’s a common fear, but in practice, automation strengthens control. You define the rules, and the system enforces them. You gain full visibility into approvals, edits, and payments, without needing to micromanage every step.
The better way: True automation doesn’t just save time, it also enforces segregation of duties. By dividing tasks like approval, coding, and payment across team members, you create built-in checks and balances that reduce risk and support compliance.
The result? A more secure, auditable process, and an AP team that has the time and headspace to focus on more strategic work.
Myth 6: AP automation is only for large companies
Mid-sized companies often benefit the most. Manual tasks eat up time and introduce risk, especially when dealing with high invoice volumes or decentralized teams.
The better way: Today’s cloud-based AP tools are designed to be flexible, affordable, and quick to implement. Even for finance teams with limited IT resources.
Myth 7: We don’t process enough invoices to justify automation
It doesn’t take thousands of invoices to feel the pain, especially across departments, cost centers, or multiple entities. If you're dealing with multiple entities, project codes, or cost centers, manual work adds up fast. Does manual coding, chasing approvals, and fixing errors sound like time thieves to you?
The better way: AP automation helps your team stay ahead without increasing headcount. With the right setup, you can streamline approvals, reduce errors, and handle growing volumes with ease.
Myth 8: Our workflows are too complex to automate
There are many AP automation tools built to handle complexity. Whether it’s multi-entity structures, multiple approvers, or PO/non-PO mixes, they've got you covered.
The better way: Instead of bending your process to fit the tool, choose an AP solution that adapts to your workflow. And learns from it over time.
Why finance teams choose Rillion
Mid-sized companies in industries like manufacturing, healthcare, and hospitality don’t have time for clunky processes.
That’s why over 3,000 organizations across 50+ countries trust Rillion to take the manual work out of AP, without losing control.
With:
- Seamless ERP integrations
- AI invoice coding and workflow suggestions
- Full audit trails and compliance tracking
- Multi-entity management
- Advanced PO matching
- Analytics and insights
...Rillion helps you move from manual headaches to a smoother, more efficient AP process.
Ready to leave the myths behind? Explore Rillion's AP automation
Automation isn’t here to replace your team. It’s here to make their jobs easier with less stress, fewer errors, and more time to focus on what matters.
Ready to challenge the AP automation myths? Book a personalized demo to see how Rillion helps finance teams like yours save time, reduce risk, and take full control of the AP process.
