Cut time spent on payables with AP automation software

AP automation, or accounts payable automation, is the use of technology to streamline the entire invoice-to-payment process – from capturing invoice data from PDFs and emails, to matching POs, routing approvals and reconciling bank and credit card payments. 

Zone & Co’s AP automation software uses OCR to extract data, AI to validate and code transactions, automated workflows to enforce approvals and smart reconciliation to match payments without manual effort.

AP automation software from Zone & Co works by digitizing and automating the key steps in the accounts payable process, all within your ERP. Here's how the process works:

1. It starts by capturing invoice data from PDFs or emails using OCR and AI, which eliminates the need for manual data entry. 
2. Then it applies business rules to automatically code transactions, match them to purchase orders or receipts and route them to the right approvers based on your company’s approval matrix.
3. Once approved, the software posts the transaction directly in NetSuite and prepares it for payment. 
4. When payments are made, AP automation software reconciles them against bank or credit card statements – flagging any discrepancies automatically.

With all steps logged and visible in a single system, controllers and auditors get a full audit trail without digging through inboxes or spreadsheets.

The key features to look for in an AP automation system include more than basic invoice scanning. Look for software that enforces controls, eliminates manual steps and keeps all payable processes inside your ERP – not across disconnected tools.

The best NetSuite AP automation tool includes:

• Native ERP integration – eliminates sync issues and manual rekeying
• OCR and AI-driven invoice capture – extracts and codes data automatically
• Customizable approval workflows – routes bills based on amount, vendor or department
• PO and receipt matching – flags discrepancies and prevents overpayments
• Real-time dashboards – track invoice status, approval bottlenecks and exceptions
• Built-in audit trail – every action logged and tied to a user

Automated bank and credit card reconciliation – closes the loop without manual matching

An AP automation platform speeds up the accounts payable process by removing the manual work that slows teams down – from invoice entry to payment reconciliation. Instead of keying in data from PDFs, chasing approvals over email or matching POs line by line, automation captures invoice data instantly, routes it through pre-set workflows and flags any mismatches automatically. No bottlenecks. No status update guesswork.

Zone & Co customers like Amigo Mobility saved over 700 hours annually by eliminating manual posting and invoice follow-ups. Escalante Golf cut invoice processing time by 70%, going from 2.5 minutes per invoice to 45 seconds. 

When invoices move through AP without friction – and every step is logged in NetSuite – finance teams can close faster, respond quicker to vendors and stay ahead of monthly deadlines without working late.

You can streamline approval workflows with an AP automation solution by embedding them directly into your ERP – so invoice approvals happen where your financial data already lives. Instead of relying on emails, Slack or Microsoft Teams messages, the system automatically routes invoices based on pre-set rules like department, vendor or amount and logs every action for audit readiness.

With Zone’s AP automation SuiteApps for NetSuite, approvers don’t even need to log in – they can approve from their inbox, on any device. The approval trail lives on the transaction, and finance can see exactly what’s approved, what’s pending and what’s overdue in real time.

The best AP automation software is built directly inside your ERP (e.g., NetSuite), not bolted on through third-party integrations. NetSuite native solutions eliminate sync issues, reduce implementation time and ensure that all invoice data, approvals and reconciliations live in one system of record – with no manual handoffs or audit gaps.

Zone & Co’s SuiteApps for NetSuite are designed to do exactly that. From OCR-powered invoice capture to AI-based coding, automated approval routing and smart reconciliation, every step happens within NetSuite. That means finance teams get speed, control and a complete audit trail – without depending on IT to keep systems connected. When evaluating the best AP automation software, start with the one that doesn’t add complexity to your stack.

Zone & Co’s AP automation solution prevents duplicate payments by enforcing controls directly within NetSuite. It automatically detects duplicate vendors, invoices and payment records using invoice numbers, dates, amounts and vendor metadata – flagging anything that looks suspicious before it ever hits the ledger.

Because everything happens inside NetSuite – not across disconnected tools – you’re not relying on someone to manually catch duplicates during review. OCR and AI extract and validate invoice data up front, and built-in logic stops duplicate entries at the source. That means fewer errors, cleaner books and no more double-paying a vendor because someone mistyped “ABC Corp” instead of “ABC Corporation.”

Yes, Zone & Co’s automated AP software can significantly reduce costs for your business by eliminating manual tasks, accelerating invoice processing and minimizing errors. A manufacturing business saved over 700 hours a year – the equivalent of four months of full-time work – by automating invoice capture, PO matching and approvals within NetSuite. That translated into thousands of dollars in savings and a 75% faster bill turnaround.

A golf management company cut invoice processing time by 70%, going from 2.5 minutes per invoice to just 45 seconds across 8,000 monthly invoices. A dutch printing and publishing group eliminated the need for external consultants altogether by using AP automation directly inside NetSuite – reducing manual entry and improving visibility as invoice volumes scaled.