Acumatica AP automation: What it is and how it works

Managing accounts payable manually is frustrating. Mistakes pile up, approvals get delayed, and keeping track of payments feels like an endless juggling act. Acumatica ERP software takes the pressure off by streamlining workflows and improving invoicing accuracy with its standard AP module.

But for businesses looking for complete AP automation, using third-party tools alongside Acumatica ERP can offer even greater AP workflow management.

We’ll walk through how Acumatica’s AP functions work, best practices, and why using it with third-party software like Ramp can transform your AP processes.

What is Acumatica accounts payable software?

While it offers tools to simplify tasks like invoice entry and payment scheduling, it may not have the advanced automation capabilities of dedicated AP automation solutions.

But even without more advanced AP automation features, Acumatica’s current AP functionality is able to streamline essential steps in the AP cycle by digitizing processes. This includes the ability to enter invoices into a system, link them to supporting documents for better tracking, and calculate taxes using integrated tools.

What AP processes should be automated and why?

Critical AP processes, including invoice entry, approval workflows, and payment scheduling, should be automated to reduce manual workloads and improve accuracy. Automation ensures that payments are made on time, strengthens vendor relationships, and keeps cash flow under control.

Acumatica’s AP module within its ERP provides the foundation for an efficient AP workflow, but using it with advanced, external automation software can help businesses achieve end-to-end automation that scales effortlessly.

Features of Acumatica AP software

Before exploring third-party AP software, Acumatica’s current accounts payable features can still simplify essential processes and provide a clear path to better financial management without a full set of automation tools. In more detail, Acumatic’s standard AP module offers:

• Source document attachment: Attach and organize supporting documents for every invoice, improving record accuracy and audit readiness.
• Streamlined approval workflows: Has predefined workflows to ensure invoices are routed to the appropriate approvers quickly and without confusion.
• Invoice receipt and entry: Acumatica reduces manual effort by digitizing and importing invoices into its system, though some processes may require manual input.
• Tax compliance tools: Automatically calculate taxes and verify tax zones to ensure compliance while preventing costly errors.
• Efficient payment processing: Batch process vendor payments using ACH or other supported methods, eliminating repetitive tasks.

Acumatica ERP equips businesses with the tools they need to streamline AP tasks, but combining these capabilities with a robust third-party solution can unlock the full potential of automation.

How to use Acumatica with third-party AP software

Getting started with Acumatica software involves both setting up the core AP functionality and integrating third-party automation tools to fill in gaps and enhance efficiency.

Before beginning, ensure your vendor data is accurate, payment methods are defined, and internal roles for managing accounts payable are clearly assigned. This foundation minimizes errors and creates a seamless integration experience.

Then (although steps may vary) log into Acumatica and navigate to the AP module on the dashboard to configure AP functions. To use a third-party software, make sure that it is compatible, and follow the given set up instructions.

What to do when you’re all set up

Once your third-party AP automation software is running, you’ll be able to use key capabilities that streamline your AP operations and improve overall efficiency. Here are some best practices after you’re all set up:

• Invoice management: Ensure vendor profiles include accurate tax zones and payment terms, and regularly review invoice data for discrepancies to maintain compliance and consistency.
• Payment processing: Set up automated payment schedules aligned with vendor discounts and use approval thresholds to speed up routine transactions while maintaining control.
• Tax compliance: Regularly review tax reports for accuracy and configure default tax zones for each vendor to avoid miscalculations or delays in compliance filing.
• Real-time insights: Use AP aging reports to identify overdue invoices and configure alerts for upcoming payments to ensure vendor relationships stay strong.

Using Ramp’s AP software alongside Acumatica

Acumatica ERP lays a solid foundation, but its AP capabilities may be limited compared to standalone solutions. Many businesses use Acumatica with advanced AP automation software like Ramp to fill these gaps.

Ramp accounts payable software offers robust features that integrate seamlessly with Acumatica to streamline your AP workflows:

• Automated bill entry: Ramp automatically populates all fields on the bill form based on the coding completed within Ramp, ensuring accuracy and time savings.
• Multi-entity support: Ramp supports multi-entity configurations, accommodating the specific ways your legal entities are represented in Acumatica.
• Vendor management: Default vendors in Acumatica are synced with Ramp and new vendors created in Ramp Bill Pay are created back in Acumatica for consistent vendor management across systems.
• Chart of Accounts integration: Ramp integrates your Acumatica chart of accounts, allowing easy financial coding. This includes syncing vendors, expense branches, items, projects, subaccounts, and inventory items, ensuring your accounting records are accurate and up-to-date.
• Bill integration: Bills can be synced directly from Ramp into Acumatica. Once bills are released in Acumatica, corresponding bill payments are synced back into Ramp for a complete, end-to-end record of transactions.

From simplifying complex workflows to providing deeper insights into cash flow, Ramp’s tools help businesses achieve a new level of efficiency.

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How integrating Ramp has helped businesses streamline their AP workflows

Ramp doesn’t currently have a formal AP automation case study published with Acumatica (yet). However, our integrations with other top ERPs and accounting platforms highlight the transformative results businesses can expect when integrating Ramp with Acumatica ERP.

Here’s one way Ramp effortlessly synced with an ERP to increase AP efficiency.

Ramp and NetSuite integration: Precision Neuroscience’s story

Precision Neuroscience, a med-tech company, struggled with an inefficient and fragmented procurement and accounts payable process. The team spent excessive time on manual data entry across disconnected systems, which often led to errors and slowed down workflows, creating unnecessary challenges for the finance team and employees.

By integrating Ramp with NetSuite, Precision Neuroscience replaced its cumbersome setup with an automated, centralized platform for managing procurement and AP. The transition eliminated redundant tools and introduced a streamlined, user-friendly solution.

Key outcomes from the integration included:

• 50% faster procurement processes: Automated approval workflows allowed for quicker submission of purchase orders (POs) and smoother vendor communication.
• Time savings: Ramp’s OCR technology automated data entry for 20–30 POs per week, enabling the team to focus on higher-value activities.
• Reduced errors: Duplicate invoices were flagged automatically, preventing unnecessary approvals and wasted effort.
• Streamlined month-end close: Precision Neuroscience reduced their month-end close process from several days to just 1–2 days.

‍"Ramp’s OCR has been so useful on the procurement side," said Brian Lautenbach, Financial Controller at Precision Neuroscience. "It automatically takes all the information from the quote and saves all the data entry that we would have otherwise had to type into a purchase order.”

By using Ramp with Acumatica, businesses can achieve similar results, transforming complex accounts payable workflows into a seamless, efficient, and error-free financial management system.

Maximize your Acumatica software with Ramp

Acumatica ERP software, along with its AP module, provides a solid framework for managing invoices, payments, and compliance, helping businesses reduce errors and save time. However, for those who need advanced features and scalability, Ramp serves as a strong solution.

Need advanced automation features that simplify even the most complex AP workflows? It’s simple with Ramp.