AP Automation
Stop keying data. OnBase OCR and workflow categorize invoices, route to the right approvers, and update your ERP with a complete audit trail.
What is AP Automation
AP Automation in OnBase is a workflow-driven system that streamlines the entire invoice lifecycle. It manages vendor invoices from first capture through approval, posting, payment, and secure archiving.
Capture & Index
Ingest invoices (paper/email/EDI), extract key data, and standardize coding.
Route & Control
Ingest invoices (paper/email/EDI), extract key data, and standardize coding.
Post, Pay & Archive
Ingest invoices (paper/email/EDI), extract key data, and standardize coding.
How It Works
This automated workflow captures incoming invoices, matches them to their corresponding BOLs, validates pricing and transaction details, and posts approved records to your ERP, while keeping all related documents linked and payment statuses up to date.
Step 1
Scan/Import into OnBase
Scan paper invoices or import digital files into OnBase.
Step 2
Categorize Invoices
OCR extracts vendor and invoice data; invoices are indexed and categorized by vendor and other criteria for easy search.
Step 3
Invoice Approval
Approved invoices are exported directly to ERP System (Acumatica, Sage, Dynamics 365 and others) as accounts payable bills.
Step 4
Final Accounting Review
After approval, accounting verifies details and prepares the invoice for upload to the GL/ERP, ensuring accurate financial recording and integration.
Step 5
Upload into GL/ERP System
Once payments are processed in ERP, OnBase captures the check or ACH information and updates the invoice status to “Paid.”
Step 6
Mark Invoice as Paid
The invoice is marked Paid in OnBase and remains easily retrievable for future reference or audits.
Key Outcomes
AP Automation in OnBase delivers measurable gains in speed, accuracy, and visibility. Your team processes more invoices with fewer touches, tighter controls, and clear status from capture to payment.
Speed & Efficiency
- Rules-driven routing replaces email chasing
- OCR + indexing eliminate re-keying
- Scales with volume without adding headcount
Accuracy & Control
- 2/3-way match and tolerance checks prevent errors/duplicates
- Required fields and approvals enforced by policy
- Full audit trail of actions, comments, and documents
Visibility & Reporting
- Real-time status for every invoice and exception
- Dashboards for backlog, liabilities, and SLAs
- Searchable archive by vendor, PO, invoice #, and more
Trusted by Teams. Proven by Numbers.
HOURS
Per Week
Saved
PERCENT​
Invoices Processed
Automatically
PERCENT
Reduction in Manual
Human Errors
ROI Calculator
Enter your invoice volume, current cost per invoice, and user count to see your projected annual savings, cost-per-invoice reduction, and payback period.
PO-Based Invoice Automation
Simplify how purchase orders are created, tracked, and approved. From auto-filling invoice data to keeping everything organized and aligned, your team can move faster with fewer mistakes.
Invoice-to-BOL Reconciliation
Automate the comparison of incoming invoices and bills of lading, helping your team catch mismatches, reduce manual effort, and stay audit-ready. Exceptions are flagged so you can focus on resolving, not rechecking takes.
Reduce Manual AP Work
With the OnBase enterprise information platform, you can capture invoices electronically, whether fax, mail, email, EDI, etc., and deliver them to the appropriate people for review, approval and coding. By electronically managing the documents and information that drive accounts payable (AP) processes, you maximize the benefits of fast and accurate invoice processing. You also improve vendor relationships and have the ability to capture early payment discounts.
Optimizing AP with Invoice Automation
Watch our on-demand Hyland Ă— Savvy Source webinar to see how OnBase automates invoice intake, matching, approvals, and posting end-to-end. In under an hour, we cover the business case, the workflow, ERP integrations, key features, and real customer outcomes you can replicate.
Why Optimize
Connect Cut cycle times, reduce errors, capture early-pay discounts, gain audit-ready visibility.to ERPs (Acumatica, Dynamics, NetSuite, Sage) to sync vendors, GLs, POs, and receipts, no double entry.
Workflow Automation
Capture (email/scan/EDI) → classify/extract → 2/3-way match → route exceptions → mobile/email approvals.
Integrations & Results
Connect Acumatica, Dynamics, NetSuite, Sage (no double entry); 90%+ STP on PO invoices and hours saved weekly.
We’ve reduced our cost per invoice by 69 percent in five years, from $3.88 per invoice to $1.21. We’ve also boosted our invoice processing volume by 232 percent with no additional staff required.