Improve invoice processing speed: How to eliminate invisible time thieves in AP

In the invoice-to-pay (I2P) process, every extra email, manual entry, or missing approval is a potential time thief, an inefficiency that quietly slows down your accounts payable (AP) cycle. These delays are often small and unnoticed in isolation, but together they can stretch payment timelines, increase costs, and frustrate employees and suppliers alike. 

For mid- and large-size enterprises, improving invoice processing speed isn’t just about efficiency; it’s about freeing up capacity for strategic work, improving supplier relationships, and enabling better cash flow visibility.

Key takeaways: 

• Invisible time thieves are the small inefficiencies that add up to major AP delays. 

• They increase costs, risk, and employee burnout while reducing data accuracy. 

• Speed gains come from leadership commitment, process standardization, and automation. 

• AP automation eliminates most time thieves and delivers measurable ROI. 

What are “Invisible Time Thieves” in Accounts Payable? 

Invisible time thieves are repetitive, manual, or poorly designed tasks embedded in the I2P process that eat into your team’s productivity. Because they’re part of “business as usual,” they often go unchallenged. 

Example: An invoice waits five days in someone’s inbox for approval. No one tracks the delay, but multiply that across hundreds of invoices, and cycle times stretch by weeks. 

Why improving invoice processing speed matters

Improving invoice processing speed isn’t just about moving faster, it’s about unlocking value across the business. Every delay in Accounts Payable compounds into higher costs, reduced agility, and missed opportunities. By streamlining the way invoices are handled, organizations can cut waste, minimize risks, and free AP teams to contribute strategically rather than firefight daily bottlenecks.  

Here’s why accelerating invoice processing can make a measurable difference for your business: 

• Reduce operational costs: manual processing can cost $10 or more per invoice; faster digital workflows slash labor and paper expenses. 

• Unlock strategic value: when AP isn’t bogged down with data entry or chasing approvals, it can focus on analytics, vendor negotiations, and cash management. 

• Lower error and compliance risk: each manual touchpoint increases the chance of mistakes and missed regulatory steps. 

• Boost employee morale: repetitive firefighting leads to burnout; streamlined processes improve engagement. 

• Strengthen vendor relationships: timely payments help maintain trust and can secure early-payment discounts. 

• Enable better decisions: real-time invoice data improves forecasting and cash-flow visibility. 

The takeaway: speeding up AP isn’t just about efficiency, it’s about creating the capacity to focus on high-value priorities that drive long-term growth and competitiveness. 

The most common time thieves in the invoice-to-pay process

Below are some of the most common hidden time wasters and pain points that slow down AP processes across industries: 

• Manual data entry: copy-pasting or retyping invoice details into ERP systems wastes hours and invites errors. 

• Approval bottlenecks: invoices stall in inboxes when workflows are unclear or managers are unavailable. 

• Information silos and duplicate work: multiple systems and disconnected processes cause repeated data entry and reconciliation delays. 

• Errors and exception handling: missing pos, mismatches, and duplicates require manual investigation and slow resolution. 

• Document hunting and lack of visibility: without a central system, tracking invoice status can mean digging through emails or paper files. 

• Non-standard processes: inconsistent methods create confusion and force AP staff to interpret and adjust for each invoice. 

• Communication breakdowns: lack of alignment between procurement, finance, and suppliers generates repetitive inquiries and follow-ups. 

These time thieves show up in every sector; whether it’s manufacturers managing thousands of supplier invoices, retailers handling high stock volumes, logistics firms juggling vendor bills, or wholesalers coordinating complex orders. Recognizing them is the first step to eliminating inefficiencies and unlocking AP’s full potential.

Download the free checklist: “10 Hidden Time Thieves in Your AP Process and How to Eliminate Them” to pinpoint exactly where your process is losing time, and get practical steps to fix it. 

Proven strategies to improve invoice processing speed

Identifying the time thieves is only half the battle, the next step is unmasking and eliminating them. This requires action at multiple levels of the organization. Mid and large-size enterprise leaders need to champion changes, AP teams should optimize their workflows, and individual employees can adjust their work habits. 

Leadership actions 

• Make efficiency a strategic goal: position AP as a strategic partner, not just a back-office function. 

• Invest in integrated AP automation: tools should work seamlessly with your ERP(s) and scale globally. 

• Standardize and clarify approval policies: remove ambiguity about “who does what and when.” 

• Break down silos: foster cross-department collaboration between AP, procurement, and operations. 

• Support change management: provide training, address adoption challenges, and realign roles. 

AP department actions 

• Streamline workflows: remove unnecessary steps and set clear rules for exceptions. 

• Use automation to its full potential: automatic routing, reminders, and vendor portals reduce delays. 

• Enable vendor self-service: let vendors upload invoices and check invoice status online. 

• Address recurring issues: track and eliminate the root causes of frequent exceptions. 

Individual AP professional habits 

• Prioritize high-impact invoices: focus on those with early payment discounts or urgent terms. 

• Follow the process: avoid side-workarounds that create confusion later. 

• Escalate issues early: don’t let stalled invoices sit unaddressed. 

• Invest in skills: learn automation tools and analytics to work smarter. 

Improving invoice processing speed isn’t just about hitting numbers, it’s about making life easier for everyone involved. When leaders champion efficiency, teams are equipped with the right tools, and individuals work with clarity and confidence, AP stops being a daily grind and starts adding real value. Every small improvement means fewer late nights, less chasing, and more time to focus on work that moves the business forward.

The role of AP automation technology: time thief or time saver? 

Not everyone is convinced automation speeds up AP. Some worry it will be complex to set up, introduce new bottlenecks, or simply shift the workload to managing the system. The truth? With the right solution and rollout, automation consistently proves to be a time saver, not a thief. 

Modern AP automation addresses most of the bottlenecks slowing invoice processing: 

• Automated data capture: AI/OCR eliminates manual typing from paper or PDF invoices. 

• Smart approval routing: invoices are sent to the right approvers automatically, with reminders and escalation. 

• Straight-through processing: PO-matched invoices can be auto-approved without human touch. 

• Real-time visibility with real-time dashboards for AP  and invoice status instantly to AP, management, and vendors. 

• Embedded compliance: policies and controls run in the background, reducing manual oversight. 

Addressing the skepticism:

Yes, there’s an upfront investment in setup, ERP integration, data cleanup, and training. But mature AP automation solutions handle complexity at scale, and the learning curve is short when adoption is planned well.

Maximizing ROI: 

• Select a solution sized to your organization’s complexity. 

• Configure approval rules and matching criteria before go-live. 

• Train all users, not just AP, to ensure consistent adoption. 

• Maintain clean vendor master data to reduce exceptions. 

The Cevinio advantage:

Cevinio’s AP Invoice Automation solution not only accelerates invoice processing across multiple ERPs and entities but also ensures global tax compliance helping finance teams handle complex, high-volume AP environments without sacrificing accuracy. 

FAQ: Improving invoice processing speed 

What is a good invoice processing time for AP?

Best-in-class AP teams process invoices in under five days, with automation enabling same-day processing for matched POs. 

How much can AP automation reduce processing time?

Depending on your starting point, automation can cut cycle times by 60–80%, freeing staff for higher-value work. 

Can automation help with compliance and audit readiness

Yes, automated audit trails, built-in validation, and format compliance reduce audit preparation time significantly. 

What if my company has complex multi-entity workflows?

Look for solutions like Cevinio’s that handle multi-ERP, multi-currency, and multi-tax environments without custom development. 

How do I get buy-in for AP automation from leadership?

Build a business case showing cost savings, ROI, improved working capital, and compliance benefits. 

Conclusion: 

Improving invoice processing speed is about more than getting payments out faster. It’s about transforming AP into a strategic contributor, strengthening supplier relationships, and gaining accurate, timely financial data. 

By identifying and eliminating time thieves, and leveraging automation to prevent them from returning, finance teams can reclaim hours each week, reduce costs, and work proactively instead of reactively. 

Explore more: Visit our resources to see how Cevinio helps enterprises process invoices faster, ensure global compliance, and scale without adding headcount.