Accounts Payable (AP) can often be one of the most chaotic functions in a business, especially when relying on manual processes. Lost invoices, late payments, duplicate entries, and approval bottlenecks create a ripple effect of inefficiency and financial risk. Fortunately, you do not need a massive overhaul to fix it. With the right tools and strategy, you can transform your AP process in just 60 days.

This is the essence of the 60-Day AP Automation Challenge—a focused initiative to bring structure, accuracy, and efficiency to your accounts payable department in two months or less.

Why Focus on AP Automation?

Manual AP systems are time-consuming, error-prone, and difficult to scale. Paper invoices, email threads, and spreadsheet trackers may work at a small scale, but they collapse under growing volume. AP automation uses software to streamline every step of the process—from invoice capture to payment and reconciliation.

Benefits of AP automation include:

  1. Faster invoice processing
  2. Fewer late fees and duplicate payments
  3. Easier audit trails and compliance
  4. Improved cash flow visibility
  5. Reduced manual work and stress

The 60-Day AP Automation Challenge Roadmap

Week 1–2: Assess and Map Your Current Workflow

Start by understanding your existing AP process. Map each step from receiving an invoice to making a payment.

Key tasks:

  • Identify pain points (e.g., lost invoices, long approvals)
  • List the tools you are currently using
  • Determine invoice volumes and average cycle time
  • Interview team members involved in AP
  • This groundwork helps you target the areas where automation can have the biggest impact.

Week 3–4: Choose the Right AP Automation Platform

Select an automation solution that fits your needs, integrates with your accounting system, and supports multi-user access and approvals.

Look for platforms that offer:

  • OCR for invoice capture
  • Approval workflows
  • Integration with your accounting software
  • Real-time tracking and reporting
  • Vendor payment options (ACH, check, card)
  • Involve your finance team in testing demos or free trials.

Week 5–6: Configure, Train, and Run a Pilot

Start setting up your AP automation tool with real invoice data and workflows.

Steps to follow:

  • Customize approval rules and roles
  • Import vendor information and chart of accounts
  • Train your finance team and key stakeholders
  • Run a pilot using a small batch of invoices
  • Collect feedback and fix any configuration issues
  • This phase is about ensuring the system runs smoothly before a full-scale rollout.

Week 7–8: Go Live and Monitor Performance

Now it is time to go live across the board. Begin processing all AP invoices through the new system and monitor the outcomes.

Focus areas:

  • Track KPIs (invoice cycle time, error rates, payment delays)
  • Continue training as needed
  • Address any vendor concerns
  • Review cash flow visibility improvements
  • Start preparing for audit-readiness and compliance checks

What Success Looks Like

By the end of this challenge, your AP process should be:

1. Digitized 

No more paper or email-based invoices

2. Streamlined 

Faster approvals and payment processing

3. Reliable 

Fewer errors, delays, and duplicate payments

4. Scalable 

Ready to handle more volume without more headcount

5. Visible 

With dashboards that provide real-time insights

Conclusion

The 60-Day AP Automation Challenge is not about making everything perfect overnight. It is about taking decisive steps toward order, control, and efficiency. With a focused plan, the right software, and team buy-in, you can transform your function and set your business up for faster growth and smarter financial operations.