6 Essential AP Automation Features to Look For in 2025

Mid-market companies processing hundreds or thousands of invoices monthly can't survive on manual workflows. The challenge isn't just going paperless; it's about reclaiming control over approvals, catching errors before they become losses, and giving your team time back for actual finance work instead of data entry.

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Here are the six features that separate automation tools built for scale from glorified document scanners.

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1. AI-Powered Invoice Capture & Auto-Coding

Basic OCR digitizes PDFs. Real AI extracts data, assigns GL codes, suggests cost centers, and learns from your patterns. AI-driven systems achieve 99% accuracy capturing invoice header data, versus 3.6% error rates with manual entry.

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The market shift is dramatic: AI for Invoice Management is projected to grow from $2.8 billion in 2024 to $47.1 billion by 2034. That's not hype. That's finance teams realizing they can't scale on manual coding.

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Centime's approach: Our OCR extracts header and line-level data from any format without templates. The system studies your historical invoices to predict GL coding, getting smarter with use. Teams typically see 70% reduction in manual coding time while maintaining full audit trails.

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2. Automated 2-Way and 3-Way PO Matching

Manual line-by-line matching doesn't scale, and email-based verification creates gaps fraudsters exploit. 79% of businesses experienced payment fraud in 2024, losing an average of $145,000. Three-way matching stops fake invoices, duplicate charges, and unauthorized payments.

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Automated matching protects against overpaying, duplicate payments, and fraudulent invoices. This isn't theoretical protection. It's catching discrepancies before checks clear.

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Centime's approach: AI links invoices to POs and receipts automatically, comparing rates, quantities, and descriptions. You set tolerance thresholds. The system flags issues instantly with complete audit trails, letting your team resolve problems in seconds instead of playing detective across email threads.

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3. Customizable Approval Workflows

Email chains break when invoice volume grows. Excel trackers become bottlenecks. Dynamic workflows route approvals by department, amount, vendor, or location while logging every step.

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Automated approval workflows reduce fraud risk by up to 75%. Manual processes without proper logging create exposure. Robust workflows ensure only authorized people can initiate and approve transactions.

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Centime's approach: Build multi-tier policies based on vendor, amount, department, or custom rules. Approvers get real-time notifications with portal access. Every decision gets tracked for auditors without anyone keeping manual logs.

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4. Integrated Payment Processing

Logging into separate systems to execute ACH, wire, check, or card payments wastes time and creates reconciliation work. Automation cuts processing costs by up to 80% and reduces approval times from an average of 14.6 days to just days.

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Consolidating payment execution gives you real-time cash visibility instead of piecing together what went out where.

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Centime's approach: Execute ACH, check, credit card, and portal payments with one click. Everything auto-reconciles to your GL. You get real-time cash position visibility, and we offer 2.75% APY⁺⁺ on AP funds, so your payables earn interest while waiting to clear.

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5. Real-Time ERP Sync

Nightly batch syncs and double entry cause reconciliation headaches and delay close. Companies using AI-driven ERP integration cut audit prep time by 20%.

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The impact gets more concrete with real examples: a global manufacturer reduced invoice cycle time from 18 days to 6 after integrating their ERP with AP automation, capturing early payment discounts and cutting vendor disputes over 50%.

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Centime's approach: We're embedded in NetSuite, Sage Intacct, and QuickBooks with native, bidirectional integration. No plugins. No sync delays. Every invoice, approval, and payment flows in real time with perfect data consistency.

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6. Supplier Self-Service Portals

Without portals, AP teams spend hours weekly answering "Where's my payment?" and "Did you get my invoice?" Teams without automation spend nearly 25% of their time on supplier inquiries, while automated teams spend half that. Best-in-class teams have 50% more suppliers on electronic workflows.

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Supplier portals cut inquiry volumes by up to 60%. That's hours per week your team gets back for actual finance work.

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Centime's approach: Vendors get 24/7 portal access to invoice and payment status. They submit invoices, update payment preferences, and view remittance details independently. Your inquiry volume drops by up to 60% while vendor relationships improve.

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What to Actually Ask Vendors

Most platforms claim automation. Ask specific questions about real-time ERP sync capabilities, AI accuracy rates on live invoices, PO matching logic, and workflow customization limits. If they can't deliver these six features well, they're not built for mid-market finance teams managing real complexity.

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Still routing approvals through email or keying invoices manually? Schedule a demo to see how Centime handles all six in one ERP-embedded platform.

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**Deposit placement through ICS is subject to the terms, conditions, and disclosures in the applicable agreements. Although deposits are placed in increments that do not exceed the FDIC standard maximum deposit insurance amount (“SMDIA”) at any one destination bank, a depositor’s balances at the institution that places deposits may exceed the SMDIA (e.g., before settlement for deposits or after settlement for withdrawals) or be uninsured (if the placing institution is not an insured bank). The depositor must make any necessary arrangements to protect such balances consistent with applicable law and must determine whether placement through ICS satisfies any restrictions on its deposits. A list identifying IntraFi network banks appears at https://www.intrafi.com/network-banks. The depositor may exclude banks from eligibility to receive its funds. IntraFi and ICS are registered service marks, and IntraFi Cash Service is a service mark, of IntraFi Network LLC.

^††2.75% Annual Percentage Yield (APY) as of 09/24/25. Deposit rate may adjust to current market rate and may change daily. Fees may reduce earnings.

*Centime is not a bank and is not authorized by any federal or state agency to engage directly in core banking activities.
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*All banking products and services available through Centime are provided by FNBO and are governed by the applicable agreements and related disclosures provided to you by FNBO. Member FDIC.
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‍*While Centime facilitates traditional banking activities (such as the acceptance of deposits or extensions of credit), these services are actually provided by our banking partner, FNBO.
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*Centime may provide support services to FNBO, as permitted by applicable law, to facilitate the delivery of its bank products and services.

**Deposit placement through ICS is subject to the terms, conditions, and disclosures in the applicable agreements. Although deposits are placed in increments that do not exceed the FDIC standard maximum deposit insurance amount (“SMDIA”) at any one destination bank, a depositor’s balances at the institution that places deposits may exceed the SMDIA (e.g., before settlement for deposits or after settlement for withdrawals) or be uninsured (if the placing institution is not an insured bank). The depositor must make any necessary arrangements to protect such balances consistent with applicable law and must determine whether placement through ICS satisfies any restrictions on its deposits. A list identifying IntraFi network bank

6 Essential AP Automation Features to Look For in 2025

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