Why training is key to the success of your AP Automation plan

Introduction 

The shift toward automation in Accounts Payable (AP) invoice processing is becoming a strategic imperative for organizations looking to optimize costs. Before they embark on their AP Automation plan, however, businesses need to realize that finding the right solution is not optimal – the right training also matters. In this blog, we explore the different reasons why a comprehensive training program is an indispensable first step on the path to a successful automation of AP invoice processing.

The benefits of training as part of your AP Automation plan

User adoption and satisfaction 
Implementing AP invoice automation brings substantial changes in existing processes but like all change, this can create unease and friction among employees. The right knowledge sharing facilitates a seamless transition from the old to the new way of working and fosters a positive attitude toward the AP Automation plan, minimizing resistance to change.

Well-trained employees are more likely to embrace the newly automated processes. This empowerment through knowledge support significantly contributes to user satisfaction, creating a more positive overall experience with the new software.

Optimized use of new tools 
Trained personnel make the most of automation technologies by fully using the capabilities of the new tool, ensuring that the organization’s resources, both human and technological, are used optimally. This leads to better ROI and improved productivity, among other benefits.

Cost and time savings 
While implementing AP invoice automation involves an initial investment in training, long-term benefits often include significant additional cost and time savings. Trained employees use the new tool optimally from day one, process invoices more efficiently, and boost autonomous processing. This frees up time for AP agents to perform other tasks that add value or help them to be more focused when real decision-making is needed.

Strategic decision-making 
Introducing modern tools gives AP teams an opportunity to take a fresh look at their processes. Understanding the capabilities of your AP automation system allows employees to make informed decisions about optimizing processes generally, identifying areas for improvement, and leveraging data insights for strategic planning.

Continuous improvement 
Ongoing training and knowledge sharing are essential to keep employees updated on system upgrades or applying best practices. In this way, organizations continue to benefit from the latest features and improvements in AP invoice automation technology. 

Exceptions handling 
Issues and exceptions may arise, and trained employees are better equipped to identify and address these promptly, minimizing disruptions to the workflow. 

In short, knowledge management is a crucial component of successful AP invoice automation implementation. Trained employees leverage the full potential of automation tools, leading to increased efficiency, accuracy, and overall effectiveness in the AP process.

Best practices in AP Automation training

To make your AP Automation plan a success, the whole knowledge sharing strategy must be planned carefully, use the right tools, take account of all specific prerequisites – and be undertaken with commitment. Here are the key considerations for getting the most your training program:

• Define foundational prerequisite knowledge. Based on our experience, participants in the training are expected to possess fundamental knowledge and skills in relevant areas such as AP processing and common computer skills. Having a solid understanding of the internal rules and regulations pertinent to their assigned tasks is also a prerequisite for employees as they prepare for training.
• Evaluate initial situation. Good training is possible only if the training content, pace, and the overall approach itself are relevant to the baseline skills of your target audience.
• Establish precise learning objectives. Clearly articulate both the knowledge and skills that participants are expected to acquire and demonstrate upon completion of the training.
• Provide business-specific training. Map out sessions that are specific to your organization’s AP processes and the features of the adopted automation system.
• Practical approach. People learn better when they actively use their new skills and knowledge, so good training should contain enough practical tasks in different formats.
• Right timing. The knowledge should come at the right time when people need it and when they are going to use it. This approach ensures a high retention rate of the acquired knowledge.
• Use of the right tools. Deliver the required knowledge using modern technologies, a blended learning approach, and wide range of content formats. Do not consider a training as a stand-alone solution for all knowledge-related issues. Build a knowledge-sharing environment that includes training, documentations, tools to share best practices, and so on.
• Monitor and evaluate the training. Assess the knowledge and skills before, during and after the training to monitor the learning progress and to fine-tune the training process according to real audience capabilities. This structured evaluation could also include progress indicators to be shared with the participants which improves their motivation.
• Integration with performance goals. Align the training with individual and team performance goals. This connection reinforces the importance of training in achieving organizational objectives and encourages participants to apply their newly acquired skills in day-to-day tasks.

By addressing these prerequisites, your organization can activate a robust training program that not only imparts essential knowledge but also ensures the successful implementation, adoption, and optimization of automated invoice processing.

Cevinio training programs: get your AP Automation tool up-to-speed

At Cevinio, we accompany you every step of the way with tools to expedite implementation and maximize the ROI of your AP automation plan and solution. To achieve this, we offer a catalog of training courses with various programs tailored to support different types of users and address diverse needs. AP agents, AP managers, analysts, and others can receive tailored training based on their roles and responsibilities

Our programs take you through all relevant aspects of the Cevinio AP platform: how to navigate it, how to use the automation tool, maintain and optimize the system, and analyze the processing flow to identify where there is room for improvement. For a detailed breakdown of the training content, please visit our website.

Conclusion

Having a well-trained AP team and accessible training programs enables you to contribute to the success of your AP Automation plan. This not only prepares existing staff but also establishes a solid foundation for the swift and effective onboarding of new employees.

Are you interested in learning more about our training programs? Contact us today and our team will walk you through the different options.