Beyond Workspace Trends in 2022

outsource accounts payable

Upgrading old accounting systems to modern tools is costly and time-consuming. But evaluating your options with a complete understanding of what’s available leads to better business outcomes. Know how Invensis provides accurate accounting & bookkeeping services for a restaurant which helps effective cost monitoring and growth.

  1. Outsourcing accounts payable helps businesses avoid these costs while using the best document management and business intelligence tools available.
  2. But organizations also need to look beyond the lowest cost to ensure their partner provides significant cost savings while also driving the highest productivity and performance.
  3. For instance, top-performing AP teams process nearly four times the number of invoices than bottom performers, according to American Productivity & Quality Center (APQC) benchmarking data.
  4. If the growing workload affects the in-house financial team (or business owner), it’s time to outsource AP.
  5. It also frees up your in-house AP departments to focus on higher-level tasks and core business processes.

As vendor relationships grow ever more complicated, more and more businesses will need to rely on outsourced providers to re-architect their accounts payable operations. If you don’t have access to technologies that give you AP automation, workflows, and other time-saving tools, your outsourced provider can step in to deliver them at a fraction of the cost. If you’re still reliant upon cumbersome processes and old technology, outsourcing could help you see results faster and more clearly. Outsourcing is not merely the shifting manual tasks like data entry to an outsourced provider. According to most case studies, companies typically use process outsourcing to add value to their businesses and to improve AP dramatically.

Outsourcing the Accounts Payable Function: 5 Simple Steps

AP automation software reports any exceptions immediately, as they happen in real-time. The system can also be set up to route specific issues to certain parties, which helps to resolve problems even faster. If this is the case, a small error turns into a huge hassle that goes unresolved for days or weeks. Identify if the outsourced solution is leveraging complete AP automation or manually keying in data. Accounts payable software ensures the control remains in-house, while still eliminating a variety of manual processes.

Plus, you can manage payments with batch approvals, allowing you to authorize the payment of vendors efficiently. Reliance on an external company for crucial financial operations can be risky, especially if the provider faces downtime, service issues, or discontinues operations. By doing so, businesses leverage the expertise, advanced technological tools, and refined processes of these specialized firms. This not only streamlines the cumbersome and often resource-intensive task of managing payables but also infuses a level of proficiency and precision that might be challenging to achieve in-house. Other firms also offer outsourcing accounts payable and accounts receivable services. The proliferation of BPO services has made outsourcing accounts payable to India and other countries a standard business practice.

For many businesses, invoice data entry and payables management are not always 100% integrated into business functions, so it can often be lucrative to outsource this paperwork. Accounts payable outsourcing can help smoothen the AP process while ensuring that payments to vendors are cleared efficiently. If your Accounts Payable department is overwhelmed, something’s got to give. Accounts Payable outsourcing services can provide the relief your accounting department needs.

Assess your company’s financial capabilities and available workforce to make an informed decision. Outsourcing accounts payable involves sharing sensitive financial information with a third party. While reputable providers implement stringent data security measures, there may still be concerns about data privacy and the potential for data breaches.

outsource accounts payable

AP providers come fully equipped with the tools, skills, and technology not only to manage your existing accounts payable functions but also to integrate new capabilities to give you a more streamlined environment. So while implementing an accounts payable automation system in-house can help reduce invoice processing costs and improve efficiency, you will still have to have in-house employees dedicated to AP functions. Therefore it’s unlikely to provide the same level of cost reduction as outsourcing. Accounts payable (AP) outsourcing is entrusting your organization’s accounts payable processes to a third-party company specializing in managing accounts payable.

Key Services

According to one study, 78% of best-in-class businesses had adopted e-invoice processing technology compared to just 38% of their struggling competitors. The study also revealed that best-in-class AP departments who relied on procure-to-pay (P2P) automation derived the most strategic value. If you’re outsourcing accounts payable data, you need to share your confidential financial data with the third-party provider. Companies that don’t use e-invoices and other electronic automation tools are likely to lose out to more productive competitors! Additionally, upgrading those old accounting systems to modern solutions such as Quickbooks can be costly and time-consuming. An increasing number of businesses are outsourcing their accounts payable processes to a specialized third-party team.

outsource accounts payable

This technology streamlines processes like invoice capture, approval workflows, and payment processing. While it reduces manual work and improves efficiency, it requires investment in software and may still necessitate internal management and oversight. Look for a firm with a proven track record of managing AP tasks effectively. This includes not only processing invoices but also managing payments, ensuring compliance, and handling vendor queries. Providers with experience in your industry or similar business sizes can offer tailored solutions that better fit your needs. Outsourcing accounts payable tasks enables businesses to realign their focus towards the heart of their operations – key areas like product development, customer service, and strategic planning.

Shared Services & Outsourcing Week

Third-party AP service providers offer professional teams and the latest software to do the job. When you outsource AP tasks to them, you gain access to excellent tools such as computer systems complete with customized invoicing, expense management, and other accounting software. One risk of using an accounts payable service is the potential for data breaches or unauthorized access to sensitive financial information. To mitigate this risk, companies should carefully vet potential service providers and ensure that they have strong security measures in place. AP Automation, on the other hand, refers to the use of software to automate AP tasks within the organization.

Outsourcing accounts payable processes can also give businesses enhanced visibility and control over financial transactions. Organizations can access advanced technology and tools designed to provide real-time insights into their accounts payable operations by working with a specialized provider. In-house accounts payable is the traditional way of handling a business’s accounts payable and invoice-to-payment processes. Despite requiring complete management and retention of the in-house account payable department, in-house accounts payable allows full control of all the transactions and overall financial performance of any cash-out.

AP outsourcing companies don’t just follow best practices when doing their work. They incorporate technologies that identify errors before they become liabilities. In the worst scenarios, a poorly performing accounts payable process can even be a liability to your company. Take the time and effort to communicate all changes to your employees — while this may take some time, it’s going to result in smoother processes, which will pay off in the long run. Outsourcing is likely to introduce modern AP software as well as collaboration tools to boost your efficiency.

Coping with changing international tax regulations requires a dedicated specialist to ensure compliance. If you’re still not sure about outsourcing, you can try managing the AP process yourself, by digitizing it. They can handle every aspect of your finances–from AP to taxes–and save you a lot of time. They know best how to combine accounting tools like QuickBooks and AP tools like Melio in ways that’ll save you money. It’s essential to thoroughly vet your outsourcing partner’s security protocols and compliance with data protection regulations to mitigate these concerns.

As a specialized accounts payable outsourcing services company, we have been successfully delivering customized accounts payable services that are suited to the specific needs of each business. We have assisted many organizations across the globe to simplify their accounts payable workflow, limit access and establish superior control, and prioritize invoicing processes. These have honed our skills to a level where we can meet your needs with full competency. Accounts payable outsourcing offers a pathway for companies to enhance efficiency, reduce costs, and focus on their core business activities. By selecting the right partner, leveraging technology effectively, and managing the outsourced relationship strategically, businesses can transform their accounts payable function into a source of competitive advantage. This can include invoice processing, payment execution, tax and regulatory compliance, and even strategic financial planning and analysis.


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