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- Accounts Payable Automation
- Who it's for
- Recurring vendor spend
Recurring vendor spend
A regular billing cycle reduces data entry only when the AP team can still explain every generated bill. Accounts Payable Automation connects recurring templates with draft invoices, supporting documents, approval decisions and payment outcomes. The template schedules preparation; it does not replace evidence that the charge is due or authorize the bank payment.
How Accounts Payable Automation is set up for you
Contract changes
Recurring bills records the cadence, amount, account, next run date and end date. Review the template when a contract changes, while keeping previous generated bills intact. A future price change should not rewrite the basis of a prior approved invoice.
Duplicate intake
A supplier may send an invoice after the recurring occurrence has already created a draft. Match the supplier and source occurrence before creating another payable. Repeated schedule or inbox events must not generate a second obligation.
Discount windows
Review the actual payment terms and eligibility dates before applying an early-payment discount. A displayed opportunity is not a realized saving. Keep the taken discount linked to its bill and payment-run item.
Vendor changes
A new remit-to or bank request follows independent confirmation even when the supplier has been paid for years. Protect tax and bank fields in operational views and supplier access, including exports and linked records.
Features to start with
Roles on the team
- Controller / CFO
- Final signoff on payment runs, top-tier bill approval, year-end 1099 release. Sees every Vendor, every Bill, every Payment in full detail.
- AP Manager
- Owns the AP function end-to-end. Runs the weekly payment cycle, manages Vendor relationships, tracks Disputes through to resolution, owns the year-end 1099 file readiness. The named approver in mid-tier bill bands.
- AP Clerk
- Operational role — the day-to-day Bills processor. Captures / keys / OCRs vendor invoices, runs three-way match, prepares payment run items for AP Manager review.
Set up Accounts Payable Automation your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.