AP operations guide
Designing a controlled AP workflow
Map the invoice process before automating it. The workflow should explain what happens, who owns each decision, what data is required, and how the ERP remains authoritative.
1. Define intake
List every invoice source, expected document type, required supporting information, and the team responsible for triage.
2. Separate invoice paths
Distinguish PO, non-PO, recurring, utility, credit, intercompany, expense, and specialized invoice flows.
3. Establish data and coding rules
Document vendor identification, entity, account, dimension, tax, project, location, and custom-field requirements.
4. Map matching and exceptions
Define what constitutes a successful match, acceptable tolerance, missing receipt, price variance, duplicate, and other exceptions.
5. Design approvals
Specify routing by threshold, entity, department, project, category, role, and delegated authority.
6. Protect ERP integrity
Confirm when an invoice can post, which system owns each field, and how errors, retries, and reconciliation are handled.
7. Measure the operation
Track volume, touch time, queue age, exceptions, automation rate, rejection, approval delay, and posting readiness.