Smarter Week

AI and automation by role

How AP / AR specialists can use AI and automation

Below are 14 common tasks for AP / AR specialists, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Accounts Payable Clerk, Accounts Receivable Specialist, AP Specialist, AR Clerk, Billing Specialist, Collections Specialist

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Task 1 · typically 60 min, every day

Key vendor invoices into the accounting system

Software featureBest fix

Turn on automatic invoice capture in your bills tool

Vendors email invoices to one inbox address and the tool reads the vendor, amounts, dates and line items for you. You check and approve instead of typing.

Typically saves about 60% of the time1 h to set up
  1. 1Check what you already have: BILL, Ramp Bill Pay, Tipalti, Stampli, Dext, Hubdoc, or the bills inbox built into QuickBooks Online, Xero or NetSuite.
  2. 2Set up the dedicated invoice email address and ask vendors to send invoices there.
  3. 3Turn on vendor defaults so each vendor's GL code and approver fill in automatically.
  4. 4Review the captured fields for the first few weeks and correct them so the tool learns.
  5. 5Keep checking totals and bank details on anything new or unusual.

Tools: BILL · Ramp Bill Pay · Tipalti · Stampli · Dext or Hubdoc · QuickBooks Online or Xero bills inbox

One more way to fix it
AI

Have AI pull invoice details into an import file

If you do not have invoice capture yet, an approved AI assistant can read a batch of PDF invoices and give you rows ready to import.

Typically saves about 45% of the time10 min to set up
  1. 1Use only your company-approved AI account; invoices contain bank and vendor data.
  2. 2Upload a batch of PDF invoices (10 to 20 at a time works well).
  3. 3Paste the prompt below with the columns your import template needs.
  4. 4Spot-check every total and invoice number against the PDF before importing.
Prompt to copy
Read the attached invoices and return a table with exactly these columns: Vendor name, Invoice number, Invoice date, Due date, PO number, Currency, Subtotal, Tax, Total, Line description. One row per invoice (or per line if I say [PER LINE]). Leave a cell blank if it is not on the invoice. Do not guess. After the table, list any invoice where the line items do not add up to the total.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

How to automate this task

Task 2 · typically 45 min, every day

Match invoices to purchase orders and receipts

Software featureBest fix

Let the system do the three-way match with tolerances

Most AP and ERP tools can match invoice, PO and receipt automatically and only show you the ones that are off by more than your tolerance.

Typically saves about 50% of the time2 h to set up
  1. 1Make sure receipts (goods received) are recorded in the system, not in email.
  2. 2Turn on PO matching in your tool: NetSuite, Microsoft Dynamics 365 Business Central, Coupa, Stampli, Ramp or BILL.
  3. 3Set a tolerance, for example 2% or $50, agreed with your controller.
  4. 4Work only the exception queue each day.

Tools: NetSuite · Dynamics 365 Business Central · Coupa · Stampli · Ramp · BILL

One more way to fix it
Software feature

Turn on automatic invoice capture in your bills tool

Vendors email invoices to one inbox address and the tool reads the vendor, amounts, dates and line items for you. You check and approve instead of typing.

Typically saves about 60% of the time1 h to set up
  1. 1Check what you already have: BILL, Ramp Bill Pay, Tipalti, Stampli, Dext, Hubdoc, or the bills inbox built into QuickBooks Online, Xero or NetSuite.
  2. 2Set up the dedicated invoice email address and ask vendors to send invoices there.
  3. 3Turn on vendor defaults so each vendor's GL code and approver fill in automatically.
  4. 4Review the captured fields for the first few weeks and correct them so the tool learns.
  5. 5Keep checking totals and bank details on anything new or unusual.

Tools: BILL · Ramp Bill Pay · Tipalti · Stampli · Dext or Hubdoc · QuickBooks Online or Xero bills inbox

How to automate this task

Task 3 · typically 20 min, every day

Chase managers to approve invoices

Software featureBest fix

Route invoice approvals by rule, with reminders and mobile approve

AP tools send each invoice to the right approver based on vendor, department or amount, nudge them automatically, and let them approve from email or phone.

Typically saves about 60% of the time1 h to set up
  1. 1List your approval rules: who approves what, and the amount limits.
  2. 2Build them in your AP tool (BILL, Ramp, Stampli, Tipalti, NetSuite approval routing).
  3. 3Turn on automatic reminders after 24 hours and escalation to a backup after 72.
  4. 4Ask approvers to install the mobile app or approve from the email.
  5. 5Send a weekly "waiting on you" list to department heads instead of individual chases.

Tools: BILL · Ramp · Stampli · Tipalti · NetSuite

One more way to fix it
Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 4 · typically 30 min, every day

Answer vendor emails asking when they will be paid

Software featureBest fix

Let vendors check payment status themselves

A supplier portal or automatic remittance emails answer "when will I be paid?" before vendors ask.

Typically saves about 60% of the time45 min to set up
  1. 1Check whether your AP tool has a supplier portal or remittance emails (BILL, Tipalti, Coupa Supplier Portal, Ramp).
  2. 2Turn on automatic remittance advice for every payment.
  3. 3Add a line to your PO and invoice instructions pointing vendors to the portal.
  4. 4Reply to status emails with the portal link plus the due date.

Tools: BILL · Tipalti · Coupa Supplier Portal · Ramp

One more way to fix it
AI

Have AI draft vendor status replies from the payment record

Paste the vendor email and the invoice status from your system; AI writes a clear, polite reply you check and send.

Typically saves about 35% of the time5 min to set up
  1. 1Look up the invoice status, approval step and scheduled pay date.
  2. 2Paste the vendor email and those details into the AI assistant with the prompt below.
  3. 3Check the dates and amounts, then send.
  4. 4Save the best replies as templates.
Prompt to copy
Draft a short, polite reply to this vendor about their payment. Facts: invoice [NUMBER] for [AMOUNT], status [RECEIVED / AWAITING APPROVAL / SCHEDULED / PAID], scheduled pay date [DATE], payment method [ACH / CHECK / CARD]. If something is missing from their side, ask for it clearly: [WHAT IS MISSING OR NONE]. Do not promise anything not listed here.

Vendor email:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Outlook Copilot or Gmail "Help me write"

How to automate this task

Task 5 · typically 45 min, every day

Apply customer payments to open invoices

Software featureBest fix

Let the system match payments to invoices

Bank-feed matching and cash application tools match most payments by amount and reference, leaving you the short-pays and lumped payments.

Typically saves about 55% of the time1 h to set up
  1. 1Turn on auto-matching for the bank feed in QuickBooks, Xero, NetSuite or Sage Intacct.
  2. 2Ask customers to put the invoice number in the payment reference, and push card or ACH pay links.
  3. 3For high volumes, look at HighRadius, Versapay or Billtrust cash application.
  4. 4Work only the unmatched list each day.

Tools: QuickBooks Online · Xero · NetSuite · Sage Intacct · HighRadius · Versapay · Billtrust

One more way to fix it
Software feature

Set up bank rules so repeat transactions code themselves

Rules in QuickBooks, Xero or NetSuite recognize repeat payees and amounts and post them to the right account automatically.

Typically saves about 50% of the time45 min to set up
  1. 1Export last quarter's bank lines and sort by payee to find the top 30 repeats.
  2. 2Create a bank rule for each one (QuickBooks bank rules, Xero bank rules, NetSuite matching rules).
  3. 3Set rules to suggest, not auto-post, for the first month.
  4. 4Review and switch the reliable ones to auto-add.

Tools: QuickBooks Online bank rules · Xero bank rules · NetSuite bank matching rules · Sage Intacct

How to automate this task

Task 6 · typically 40 min, a few times a week

Send payment reminders to customers who owe us

Software featureBest fix

Turn on automatic payment reminders

Your invoicing tool can send polite reminders before and after the due date, so you only call the accounts that really need a person.

Typically saves about 60% of the time45 min to set up
  1. 1Turn on reminders in QuickBooks Online, Xero or NetSuite, or use Chaser, Upflow, Tesorio or Versapay.
  2. 2Set a schedule: 3 days before due, on the due date, 7 and 21 days after.
  3. 3Add a pay-now link (card or ACH) to every invoice and reminder.
  4. 4Exclude key accounts you prefer to handle personally.

Tools: QuickBooks Online · Xero · NetSuite · Chaser · Upflow · Tesorio · Versapay

One more way to fix it
AI

Have AI write the harder collection emails

For overdue accounts that need a personal note, AI drafts a firm but friendly message from the account history.

Typically saves about 40% of the time5 min to set up
  1. 1Pull the open invoices and any past promises to pay.
  2. 2Paste them with the prompt below.
  3. 3Edit the tone for the relationship and send.
Prompt to copy
Write a collection email to [CUSTOMER CONTACT] at [COMPANY]. Overdue invoices: [LIST NUMBERS, AMOUNTS, DUE DATES]. History: [PAST PROMISES OR DISPUTES]. Tone: [FRIENDLY / FIRM / FINAL NOTICE]. Ask for a specific payment date and offer [PAYMENT PLAN OR NONE]. Keep it under 150 words. Do not threaten anything I have not listed.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

How to automate this task

Task 7 · typically 30 min, every day

Create and send customer invoices

AutomationBest fix

Create invoices automatically from closed deals or subscriptions

When a deal closes or a subscription renews, the invoice is created and sent without anyone retyping the order.

Typically saves about 60% of the time2 h to set up
  1. 1Check for a native integration: HubSpot or Salesforce to QuickBooks, Xero or NetSuite.
  2. 2For recurring billing, set up recurring invoices or use Stripe Billing or Chargebee.
  3. 3Map the fields (customer, product, price, terms) once.
  4. 4Review generated invoices daily for a few weeks, then move to spot checks.

Tools: HubSpot or Salesforce integrations · QuickBooks or Xero recurring invoices · Stripe Billing · Chargebee · Zapier or Make

One more way to fix it
Automation

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

How to automate this task

Task 8 · typically 60 min, once a week

Prepare and release the weekly payment run

Software featureBest fix

Pay approved bills in one batch that syncs back to the ledger

Paying from your AP tool by scheduled ACH batch removes the export, bank upload and manual marking-as-paid steps.

Typically saves about 45% of the time2 h to set up
  1. 1Connect your AP tool (BILL, Ramp, Tipalti, Melio) to your bank and your ledger.
  2. 2Set a fixed payment day each week and pay everything approved and due.
  3. 3Keep two-person approval on the batch release.
  4. 4Let the sync mark bills paid in QuickBooks, Xero or NetSuite and send remittances.

Tools: BILL · Ramp · Tipalti · Melio · Your bank's positive pay

How to automate this task

Task 9 · typically 20 min, a few times a week

Set up new vendors and collect W-9s and bank details

Software featureBest fix

Let vendors enter their own tax and bank details, and verify changes by phone

Vendor portals collect W-9s and bank details directly, which saves keying and cuts errors. Bank-change fraud is common, so a call-back check stays manual.

Typically saves about 50% of the time30 min to set up
  1. 1Send new vendors an invite link from BILL, Tipalti, Ramp or Coupa instead of a PDF form.
  2. 2Turn on TIN matching if your tool offers it.
  3. 3For any bank detail change, call the vendor on a number you already had on file, never one in the email.
  4. 4Keep a short log of who verified each change.

Tools: BILL · Tipalti · Ramp · Coupa

How to automate this task

Task 10 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 11 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 12 · typically 60 min, once a week

Reconcile bank and credit card accounts

Software featureBest fix

Set up bank rules so repeat transactions code themselves

Rules in QuickBooks, Xero or NetSuite recognize repeat payees and amounts and post them to the right account automatically.

Typically saves about 50% of the time45 min to set up
  1. 1Export last quarter's bank lines and sort by payee to find the top 30 repeats.
  2. 2Create a bank rule for each one (QuickBooks bank rules, Xero bank rules, NetSuite matching rules).
  3. 3Set rules to suggest, not auto-post, for the first month.
  4. 4Review and switch the reliable ones to auto-add.

Tools: QuickBooks Online bank rules · Xero bank rules · NetSuite bank matching rules · Sage Intacct

One more way to fix it
Software feature

Use reconciliation software instead of spreadsheet recs

FloQast, Numeric, BlackLine and similar tools pull balances directly, auto-match transactions, and keep sign-off and support in one place for the auditors.

Typically saves about 45% of the time8 h to set up
  1. 1List your reconciliations and how long each takes.
  2. 2Start with the high-volume ones (bank, credit card, intercompany, clearing accounts).
  3. 3Trial FloQast, Numeric, BlackLine or Trintech Cadency, or the reconciliation module in your ERP.
  4. 4If budget is tight, build one Excel template with Power Query that pulls both sides and flags differences.

Tools: FloQast · Numeric · BlackLine · Trintech Cadency · Excel Power Query

How to automate this task

Task 13 · typically 30 min, a few times a week

Review employee expense reports and receipts

Software featureBest fix

Let the expense tool flag policy breaks so you review only exceptions

Ramp, Brex, Expensify, Navan and SAP Concur check receipts against policy and flag missing receipts, duplicates and over-limit spend.

Typically saves about 60% of the time1 h to set up
  1. 1Write your policy limits into the tool (meals, travel, receipts over $X).
  2. 2Turn on automatic receipt matching and duplicate detection.
  3. 3Auto-approve compliant reports under a set amount.
  4. 4Review only the flagged items each week.

Tools: Ramp · Brex · Expensify · Navan · SAP Concur

How to automate this task

Task 14 · typically 480 min, once a month

Get through the month-end close crunch

Software featureBest fix

Run the close from a shared checklist with owners and due dates

A close checklist shows who owns each step, what is late and what is ready for review, so the controller stops asking.

Typically saves about 25% of the time2 h to set up
  1. 1Write every close task with an owner, a reviewer and a due day (e.g. Day 3).
  2. 2Put it in FloQast, Numeric or BlackLine, or a shared Planner, Asana or Smartsheet template.
  3. 3Attach the support to each task so review and audit use the same place.
  4. 4After each close, note what slipped and fix one thing next month.

Tools: FloQast · Numeric · BlackLine · Microsoft Planner, Asana or Smartsheet

One more way to fix it
Process fix

Set hard cut-offs and accrue instead of waiting

Most close delays come from waiting on late invoices and inputs. Clear cut-off dates and a materiality threshold let you book estimates and move on.

Typically saves about 20% of the time1 h to set up
  1. 1Publish a close calendar: cut-off for invoices, expenses and payroll inputs.
  2. 2Agree a materiality threshold below which you accrue an estimate rather than wait.
  3. 3Move work out of close week: reconcile bank and cards weekly.
  4. 4Hold a 20-minute review after each close to remove one bottleneck.

Tools: Shared calendar · Close checklist

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you turned on automatic invoice reading in your bills tool?
Tools like BILL, Ramp, Dext and the QuickBooks or Xero bills inbox read invoices that vendors email in and fill in the bill for you. You check and approve instead of typing.
Have you set up bank rules so repeat transactions code themselves?
QuickBooks, Xero and NetSuite can recognize the same payee every month and post it to the right account automatically. You set the rule once.
Does your invoicing tool send payment reminders to customers automatically?
Most invoicing tools can email polite reminders before and after the due date with a pay-now link. You only chase the accounts that still do not pay.
Do invoices go to the right approver automatically, with reminders?
AP tools route each invoice by vendor, department or amount and nudge approvers for you. Approvers can approve from their phone.
Do you run month-end close from a shared checklist with owners and due dates?
A close checklist (in FloQast, Numeric or even Planner or Asana) shows who owns each step and what is late, so nobody has to ask.
Does your expense tool flag out-of-policy spend so you only review the exceptions?
Ramp, Brex, Expensify and Concur check each receipt against your policy and auto-approve the clean ones. You look only at what they flag.

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