Streamlining Accounts Payable with AI: Insights from the our latest webinar

In today's fast-paced business environment, efficiency and accuracy in financial operations are more crucial than ever. Our recent webinar provided an enlightening deep dive into how AI-powered automation is transforming the accounts payable (AP) process — cutting costs, improving workflow, and eliminating manual bottlenecks.

The Challenges of Traditional AP Processing

For many organisations, accounts payable remains a labour-intensive process filled with manual data entry, invoice reconciliation headaches, and approval delays. Finance teams often deal with:

• Time-consuming invoice entry

• Error-prone reconciliation and approvals

• Paper-heavy documentation and storage costs

• Fraud risks due to insufficient validation

AI and automation provide a compelling solution to these persistent issues, offering finance teams more control, fewer manual tasks, and smarter decision-making.

The Power of AI-Driven AP Automation

The Pegasus webinar showcased how AI is revolutionising AP by automating repetitive tasks and enhancing visibility across transactions. Some key benefits discussed include:

1. Seamless Invoice Processing

Pegasus AI automation enables businesses to automatically extract invoice details, eliminating manual data entry and ensuring accuracy. Whether invoices are received via email or scanned from paper documents, AI captures header and line-item data, reducing processing time significantly.

2. Intelligent Matching & Reconciliation

A standout feature is invoice-to-order matching—AI verifies invoice details against purchase orders in real-time, flagging any inconsistencies like price discrepancies or missing approvals. This ensures finance teams only deal with exceptions rather than manually verifying every transaction.

3. Pre-Approval Workflows

Automated workflows allow for pre-spend approval, ensuring that purchases are authorised before orders are completed. Approval thresholds, department-specific routing, and dynamic workflows mean that finance teams and budget holders can sign off without delays or confusion.

4. Fraud Prevention & Compliance

AI validates supplier bank details, detects duplicate invoices, and enforces approval rules—all of which help reduce fraud risk and ensure compliance with financial regulations. Pegasus helps businesses eliminate vulnerabilities that could otherwise lead to costly errors.

5. Integrated Purchasing with Online Suppliers

With built-in integration to Amazon Business and other preferred supplier websites, Pegasus allows users to automatically create purchase requests that flow seamlessly into the AP system. This results in real-time visibility and fewer manual touchpoints.

The Bottom Line: Cost & Time Savings

One of the most striking benefits discussed in the webinar was the dramatic reduction in cost per invoice. Traditional paper-based invoices can cost as much as £14.50 per transaction, whereas automated processing brings that down to as little as 40p per invoice.

Additionally, automation speeds up AP tasks, freeing finance teams to focus on strategic decision-making rather than manual invoice handling. By cutting paper usage, streamlining approvals, and automating reconciliation, AI-powered AP solutions like Pegasus contribute to a smarter, more efficient finance department.

Final Thoughts

AI-driven accounts payable automation is no longer a luxury—it's a necessity for businesses seeking efficiency, accuracy, and cost savings. There is a strong case for how AP teams can reduce workload, enhance security, and gain full visibility into financial operations.

For organisations still relying on manual processes, embracing AI automation is the next step toward future-proofing finance operations and driving productivity to new heights.

To find out exactly how this solution can work for you, contact us now.