Automated Invoice Processing: Why More Finance Teams Are Choosing Zahara
How to Choose the Best Automated Invoice Processing Software
When selecting invoice automation software, three critical factors make a solution truly stand out:
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Seamless ERP Integration
Zahara integrates effortlessly with leading ERP and finance systems. If your software doesn’t integrate directly with your existing tools, you’ll likely face clunky workarounds, wasted time, and increased costs. Zahara avoids that by offering smooth connections with platforms like Xero, QuickBooks, Sage, and Microsoft Dynamics. -
Ease of Use
New tools should make life easier, not harder. Zahara is designed with both junior and senior finance staff in mind. There’s no steep learning curve — just intuitive interfaces, easy onboarding, and minimal training time. -
Security and Trust
Finance automation must reduce fraud risk and improve visibility. Zahara is built with a secure cloud infrastructure and includes robust audit trails, approval logs, and regular security updates.
Why Finance Teams Are Moving to Automation
According to The State of Automation in Finance (2021), 76% of finance leaders said the pandemic accelerated their accounts payable digitisation efforts. The need for faster, more reliable invoice processing has become a top priority.
Automated Invoice Processing with Zahara + ERP Systems
Whether you’re using SAP, NetSuite, or Business Central, Zahara enhances your ERP with end-to-end automation. Zahara extracts and processes invoice data, matches it with purchase orders and receipts, and routes it through approval workflows — all without manual input.
Benefits include:
- Faster processing times
- Fewer errors
- Stronger fraud protection
- Clear audit trails
Did You Know?
Scanning & OCR: Why It Matters
Zahara’s invoice scanning software uses Optical Character Recognition (OCR) to extract data from physical or PDF invoices, pulling out key information like:
- Supplier name and address
- Purchase order numbers
- Invoice totals
From there, Zahara automatically populates your finance system, eliminating manual entry and saving hours each week.
Invoice Approval Workflows That Actually Work
Zahara lets you create custom invoice approval workflows that route invoices based on rules like value, supplier, or department. This reduces the risk of errors, speeds up month-end, and gives finance teams real-time visibility into approval statuses.
Zahara Integrates with NetSuite, Dynamics & More
Zahara is fully integrated with leading cloud-based platforms like NetSuite, Business Central, and Xero. Whether your invoices arrive by email, upload, or post, Zahara logs them, extracts data, and syncs everything back into your ERP — automatically.
The New Way to Process Invoices
Manual methods might have worked in the past, but today’s volume and complexity make them unsustainable. As your business grows, Zahara helps you scale — not stall.
OCR + Automation = A Smarter Way to Work
OCR software alone isn’t enough. Zahara combines intelligent data capture with end-to-end accounts payable automation, transforming invoices into actionable data. You get:
- Touchless processing
- Real-time visibility
- Secure digital records
Is AP Automation Right for Your Business?
If your finance team is stretched, facing delays, or still entering data manually, Zahara can help. Our platform is used by businesses across construction, education, care, and hospitality to reduce admin, speed up approvals, and cut costs.
Why Choose Cloud-Based AP Automation?
With Zahara’s cloud-based system, you can:
- Access approvals anywhere (desktop or mobile)
- Store invoices securely for audit-readiness
- Scale up without adding headcount
- Stay compliant with UK MTD regulations
What Makes a Good Invoice Capture Solution?
Old-school methods (scanning and manually keying in data) waste time. Zahara replaces them with real-time invoice capture, automated data entry, and full visibility from intake to supplier payment runs.
The Real Cost of Manual Processing
Manual invoice processing can cost £9–£20 per invoice. Add in storage, retrieval, and delays, and the true cost is even higher. Zahara helps reduce these costs by up to 70%, while also increasing accuracy and transparency.
ROI of Automating Accounts Payable vs. Manual Processing
Automating accounts payable (AP) delivers significant efficiency and cost benefits over manual, paper-based processing. The table below compares key performance metrics for manual AP processes versus automated AP, using global benchmark data from independent sources. Each metric highlights how automation improves speed, reduces costs and errors, and strengthens financial controls, demonstrating a strong ROI for AP automation.
| Metric | Manual AP (Paper-Based) | Automated AP | Source |
|---|---|---|---|
| Average Processing Time (per invoice) | ~17.4 days per invoice (slow, paper-driven workflow) | ~3.1 days per invoice (fast electronic processing) | Bottomline |
| Cost per Invoice | ~$12.88 processing cost per invoice (high labor & paper costs) | ~$2.78 processing cost per invoice (lower due to automation) | Bottomline |
| Invoice Error/Exception Rate | ~22% invoice exception rate (errors requiring manual intervention) | ~9% invoice exception rate (fewer errors with validation tools) | |
| Staff Productivity (invoices per AP FTE/year) | ~6,082 invoices/year per full-time AP staff (low throughput) | ~23,333 invoices/year per AP staff (higher throughput with automation) | Stampli |
| Fraud Risk | High – manual processes are prone to fraud (e.g. 65% of firms report check fraud incidents) | Lower – automation adds controls & real-time monitoring (fraud prevention is a top benefit of AP automation) | Pymnts |
| Storage Costs | High – significant paper storage and handling costs (≈$1 per invoice/year for storage + retrieval fees) | Minimal – digital record storage (virtually eliminates paper storage expenses) | BSC Dataserv |
| Audit Readiness | Low – audits are labor-intensive (auditors spend days retrieving paper records) | High – improved audit trail and easy access (digital records cut audit time by ~50%) | Zenwork |
| Approval Cycle Time | Slow – approvals often take ~4–7 days with manual routing | Fast – approvals often completed ~within 1 day via automated workflow | Planergy |
Each of these metrics underscores the ROI of AP automation. By speeding up invoice cycles, cutting per-invoice costs, reducing errors and fraud, and freeing staff for higher-value work, automated AP processing helps finance teams operate more efficiently and securely
In short, moving from manual to automated AP drives substantial improvements in efficiency, accuracy, and cost savings, as confirmed by industry benchmarks and research.
5 Best Practices for AP Automation Success
- Eliminate manual entry wherever possible
- Involve both vendors and internal stakeholders
- Ensure a clear audit trail
- Choose an all-in-one solution (like Zahara)
- Test before you commit — Zahara offers a free trial
Invoice Workflow Management That Scales
Zahara’s intelligent workflow tools use three-way matching, automated alerts, and machine learning to ensure every invoice is correct — before it’s paid.
Going Paperless with Zahara
Paperless invoice approval with Zahara means:
- No lost paperwork
- No delayed approvals
- Faster payments
- Happier suppliers
- Compliance with UK legislation
Work Smarter, Not Harder
With Zahara, your AP team can replace repetitive admin with meaningful work, track and approve invoices faster, and create a digital-first finance operation — without breaking the bank.
Related Reading
- Exploring the Benefits of Accounts Payable Automation for Your Business
- The importance of 3 way matching in Accounts Payable automation
- Why Automating Accounts Payable Is Now a Strategic Priority
Ready to modernise your invoice processing with Zahara?
Book a demo or start your free trial today.
