Why Staffing and Operational Improvements Continue to be a Challenge in Accounts Payable

In Accounts Payable (AP), complexities and challenges are common. Businesses grapple with staffing shortages, intricate paper trails, and manual processes that can stifle productivity and efficiency. But why does this issue persist, and more importantly, how can it be addressed effectively?

This article delves into the root causes of these challenges and presents effective solutions, with a special focus on how organizations can make their AP processes smoother and more efficient. Let’s dive in.

Accounts payable is integral to any business operation. It oversees invoice processing, payment distribution, and cash flow management. Yet, the complexity of AP makes it a challenging function to manage effectively, owing to a host of reasons.

1. High Transaction Volumes

An overwhelming number of transactions are characteristic of AP departments. This volume often strains workload management and accuracy assurance, leading to difficulties in smooth operation.

2. Complex Procedures

AP involves intricate, time-intensive processes that require an in-depth understanding of accounting and finance. This complexity tends to burden staff, slowing down operations and potentially causing errors.

3. Reliance on Manual Processes

In 2023, nearly half- 47% of AP departments continue to struggle with long invoice and payment approval times, largely due to persistent manual or paper-based processes. While these methods may have served well in the past, they are now a major source of inefficiencies and errors.

4. Limited Visibility

AP departments often lack a comprehensive view of the overall financial health of the business. This limited visibility hampers informed decision-making concerning cash flow management.

As a result of these challenges, AP departments often struggle to keep up with the workload, which can lead to a number of problems, including:

1. Data Entry Discrepancies

Manual data entry introduces a high risk of errors, which could culminate in severe financial repercussions. Even minor discrepancies in inputting invoice data can result in significant implications.

2. Missing Invoices

Inefficient management of invoices can often lead to lost or misplaced documents, disrupting the process while creating additional tasks such as coordinating with suppliers for replacement invoices.

3. Irregularities in Processing

Without a uniform system in place, the handling and processing of invoices can vary drastically, inducing inefficiencies and potential mistakes. Such irregularities also extend to processing invoices received in various formats.

4. Time-Intensive Processing

Manual handling of invoices can be highly time-consuming. By automating the process, the number of invoices processed per employee can be significantly enhanced, boosting efficiency and minimizing errors.

5. Financial Losses Due to Inefficiency

Inefficiency in the AP process often translates to financial loss. As the processing time for an invoice increases, so does the associated cost. It has been found that corporations spend an average of $10.18 to process a single paper invoice in 2023. Therefore, if a business handles at least 250 invoices monthly, this translates into a substantial outlay of over $2,500 for payable processing alone. Also, inaccuracies in record-keeping can result in duplicates or overpayments.

6. Storage Constraints

Storage of paper-based records is not just inefficient but also occupies valuable space. Digital data storage provides a more effective alternative without consuming physical space.

7. Challenges with Record Accessibility.

Manual record-keeping often impedes the quick retrieval of past invoices. The traditional system lacks the searchability and easy access offered by digital records.

8. Handling Exceptional Invoices

Invoices that deviate from the norm or present discrepancies require additional attention and time to handle. This specialized processing poses a further challenge to the AP process.

9. Fraud Susceptibility

Manual AP processes are often more vulnerable to fraudulent activities due to the lack of customized controls that automated systems can provide.

10. Manual Follow-Up Inefficiencies

Manual follow-up procedures can be laborious and time-consuming, further compounding the challenges within the AP process.

Having explored the challenges inherent in Accounts Payable operations, it becomes clear that one of the pivotal elements of managing this function effectively is staffing. In a recent survey, a significant 54.3% of finance leaders expressed concerns about potential challenges or delays in hiring quality AP staff in 2022.

Striking the right balance of human resources in AP departments is a significant concern for businesses. Overstaffing can inflate operational costs without a corresponding increase in efficiency or effectiveness, especially in departments still reliant on manual processes. On the other hand, understaffing can result in bottlenecks, leading to delayed payments, increased errors, and the consequent strain on vendor relationships.

Given the intricacies and volume of transactions in AP operations, businesses need to grapple with two interconnected staffing challenges – training and retention.

Given the complex procedures involved in AP, well-trained staff are not a luxury but a necessity. This complexity becomes even more pronounced with the continuous evolution of processes and technologies in the financial space. Ensuring employees are up-to-date with the latest practices and technologies becomes a never-ending task, which is not only resource-intensive but also challenging, given the high transaction volumes and time-sensitive nature of AP operations.

On top of training, another hurdle businesses face is retention. The nature of AP work, often repetitive and monotonous, leads to high turnover rates. This puts organizations in a relentless cycle of recruiting and training new staff, diverting resources and focus from their core operations. This constant flux can also impact the continuity of AP operations, further exacerbating the challenges.

In the face of these issues, businesses are increasingly looking towards solutions like AP automation, which promise to address many of the operational and staffing challenges plaguing the AP function. However, this transition brings its own set of challenges and considerations.

AP operations, with their inherent complexity and high transaction volumes, are ripe for technological intervention. But the integration of technology in AP is a double-edged sword, presenting both benefits and challenges.

1. The Upside of Technology in AP

Modern AP automation offers several benefits that transform how businesses handle their operations:

• Speedier Invoice Processing: AP automation can expedite invoice processing and approvals, mitigating delays.
• Cost-Effective Processing: The ability to handle invoices and payments more efficiently can result in lower processing costs.
• Enhanced Accuracy: Automation can significantly minimize the risk of human errors, leading to improved accuracy in AP processes.
• Real-Time Monitoring: With automated systems, businesses can track transactions and payments in real-time, providing improved control.
• Improved Supplier Relationships: Prompt and accurate payments facilitated by automation can foster stronger relationships with suppliers.
• Regulatory Compliance: Advanced AP systems can ensure compliance with global regulations, reducing the risk of penalties.

2. The Hurdles Along the Way

However, the transition to AP automation isn’t without challenges.

• Supplier Adoption Hurdles: Suppliers often play a crucial role in the AP cycle. When companies shift to automated systems, these suppliers might need to adjust the format of their invoices or the methodology of their issuance. This can result in resistance, potentially slowing down the transition process or straining business relationships.
• Change Management for Employees: Obtaining employee buy-in for new systems is often a daunting task. Change can cause anxiety among the workforce, particularly among those directly involved with the AP process. Fears about job security or concerns about learning to navigate new systems can negatively impact the adoption and implementation of new AP solutions.
• Integration with Existing Systems: A significant challenge to successful AP automation is the integration with current Enterprise Resource Planning (ERP) systems and other legacy systems. Interoperability issues can cause hiccups in the transition, slowing down processes and creating additional work.
• Financial Constraints in AP Automation: The introduction of technology to AP is not just a matter of altering workflows and adapting to new systems; it’s also a significant financial investment. The costs associated with implementing new technologies can be substantial, involving expenses related to software acquisition, system integration, training of personnel, and ongoing system maintenance and upgrades. These costs, which are often upfront and considerable, can pose a substantial barrier, especially for small to medium-sized businesses with limited resources. Even for larger organizations, justifying the initial investment can be challenging, particularly when tangible returns might only become evident over a longer time frame.

Understanding the numerous challenges that Accounts Payable departments face in their operations is a journey that can often lead to a crossroads. One path leads to the automation of AP processes, laden with its own set of complexities and a potentially costly affair. But what if there’s another path that could offer more flexibility, scalability, and efficiency without the burdens that come with technology adoption? That’s where the option of accounts payable outsourcing services comes into the picture.

Outsourcing stands as a strategic pivot, offering businesses a chance to tackle AP challenges effectively. It allows companies to leverage the expertise and resources of specialized service providers, like ARDEM, without having to invest heavily in technology or staff training.

ARDEM offers a comprehensive solution package, customizing an AP team for each business’s unique needs. The team is agile and adaptable, integrating with the existing systems or utilizing cloud platforms for seamless operations. The flexible approach accommodates dynamic AP needs, and the team scalability ensures alignment with the business size and requirements.

In contrast to the complexities of technology adoption in AP operations, accounts payable outsourcing services offers an immediate, efficient solution. With outsourcing, businesses can bypass the often steep learning curve and high initial costs associated with automation. There is no need to spend time on technology selection, implementation, or training, as the outsourced service provider bears this burden.

Outsourcing also brings with it the advantage of adaptability. Unlike rigid technology systems, outsourced services can easily adapt to the changing needs of a business. For instance, during periods of high transaction volume, the outsourcing partner can easily scale up services, providing the necessary flexibility to respond to business needs.

When it comes to managing Accounts Payable (AP), businesses face operational complexities and staffing challenges. However, there are also other circumstances that make outsourcing AP a compelling option. These scenarios provide a broader understanding of why businesses may choose to take this approach.

1. Overwhelming Workload during Business Expansion

One of the significant reasons businesses seek AP outsourcing is when they’re overwhelmed by the workload. As businesses experience rapid expansion, the accompanying surge in work volumes can burden the AP staff.

2. Budget Overspend Due to Inefficient Processes

Inefficient processes that lead to a misappropriation of time and resources can result in budget overspending. When these inefficiencies result in high costs, particularly due to uncooperative suppliers or excessive inter-departmental communication for invoice verification, outsourcing becomes an attractive option. Senior management, keen on exploring all avenues to reduce invoice processing costs, often considers outsourcing a viable solution.

3. Vendor-related Problems

Issues with vendors may also push businesses to consider outsourcing. Since vendors have the power to sever contracts due to unfavorable interactions, their complaints or queries about late or non-payments can divert crucial resources from addressing AP issues. In scenarios where vendors resend the same invoice to ensure payment, risking double payment, outsourcing AP operations can provide significant relief.

1. Savings in Cost and Time

Outsourced accounts payable, first and foremost, brings significant cost reduction. The cost of hiring one employee can reach up to $4,700, with executive hiring costs climbing even higher. By choosing to outsource, businesses eliminate expenses related to recruitment, training, and employee benefits.

2. Access to Cutting-Edge Tools and Reduced Workload

Outsourcing also provides access to professional-grade tools without additional costs. This includes state-of-the-art software for managing customized invoicing, expense management, and other accounting tasks. Moreover, it reduces the workload on in-house teams, allowing them to focus on other strategic, value-creation activities within the business.

3. Boosting Profitability and Potential for Cost Reductions

Outsourcing can also boost profitability by improving relationships with suppliers. Efficient systems established by the accounts payable companies ensure prompt payments to vendors, potentially leading to discounts for early payments and increased profitability. Moreover, the cost savings from outsourcing can be substantial compared to maintaining an in-house AP team.

4. Enhanced Resources and Accountability

Outsourcing your AP operations can also enhance resources and accountability. outsourced accounts payable solutions typically come with robust technology platforms, providing an integrated solution for their workflows. Importantly, outsourcing ensures your AP needs to receive focused attention, increasing accountability and ensuring continuous operation. By partnering with firms like ARDEM, which remotely hires a distributed workforce, businesses can enjoy near-constant service, ensuring smooth and efficient AP operations at all times.

Thus, if challenges such as staffing shortages or other operational difficulties are plaguing the AP department, transitioning from in-house operations to outsourcing services emerges as a practical remedy.

When considering accounts payable outsourcing, finding the right partner is crucial. The selection process should be meticulous and thoroughly aligned with your business needs. Let’s delve into seven vital criteria to consider during your outsourcing partner evaluation.

1. Cultural Compatibility: It is important for an organization to assess if the work culture, communication style, and core values of the outsourcing firm resonate with its own.
2. Data Reporting: Potential accounts payable companies should provide detailed data reports, not just the status of high-level goals. A partner who establishes multiple Key Performance Indicators (KPIs) and provides in-depth reports on each is crucial.
3. Specialization and Expertise: Ensuring that the outsourcing vendor has specific expertise in the required area is vital. For instance, a healthcare organization outsourcing marketing content creation needs a firm with relevant industry experience.
4. Customization: The outsourcing partner should have the flexibility to tailor their plans to an organization’s specific goals and objectives. However, customization capabilities may vary with larger outsourcing companies due to their extensive client base.
5. Client Success Management: Having a responsive client success manager is a must, especially for handling larger outsourcing contracts. They need to be ready to assist promptly with any emerging issues or changes.
6. Contract Obligations: Clear expectations must be outlined in the contract, with the outsourcing firm committed to meeting them. Also, understanding the payment schedule and the provisions for adjusting the service level is crucial.
7. Experience: An outsourcing company’s track record, such as previous experience within a particular industry or with competitors, can be insightful.

These criteria form a foundation for evaluating potential outsourcing partners. However, the evaluation form should be fine-tuned based on each organization’s unique business situation and shared with all decision-makers for their input.

An example in the field of outsourcing partners is ARDEM. Offering tailored AP outsourcing solutions, ARDEM also specializes in remote hiring services. They attract top global talent that fits an organization’s specific qualifications and experience requirements, eliminating the usual hurdles of sourcing and HR procedures. For organizations seeking to outsource AP operations or augment their teams with the best talent, ARDEM provides a compelling solution.

Confronting the challenges of staffing and operational improvements in Accounts Payable is key to maintaining efficiency and productivity in any business. By leveraging outsourcing solutions like those provided by ARDEM, businesses can circumvent these hurdles, creating a more efficient and cost-effective AP process.

ARDEM provides Business Process Outsourcing and Business Process Automation Services to established companies to help them improve operational Efficiency and Reduce Costs.  For more information please reach out to us  at pricing@ardem.com or call us at 908-359-2600.