In a recent webinar, Gartner Analyst Mick Keck outlined a roadmap for finance leaders evaluating AI-driven AP automation solutions. As AI becomes a 2025 must-have for CFOs, organizations are transitioning from traditional automation to fully autonomous AP systems. Keck highlighted the importance of choosing the right vendor to optimize costs, enhance accuracy, and scale operations.
10 essential considerations for choosing AI-driven AP automation:
- Incremental improvements aren’t enough
- AI is essential for modern finance
- Stop chasing features
- Eliminate financial anomalies with real-time audits
- Achieve 100% touchless AP and AR
- Move away from vendor portals
- Ditch legacy processes
- Ensure seamless ERP integration
- Set KPIs to track success
- Leverage AI for unstructured data
1. Incremental improvements aren’t enough
Optimize AP Operations Without Increasing Team Size
Forget small steps—AI accelerates results with immediate, transformative outcomes.
Key Actions:
- Focus on outcome-based solutions like 99% data capture and touchless processing.
- Look for vendors offering fast implementation with measurable improvements.
AI-driven Autonomous AP offers faster implementation and noticeable performance gains compared to incremental upgrades.”
Mick Keck, Director Analyst, Gartner
2. AI is essential for modern finance
AI is not just a feature; it’s the foundation for revolutionizing financial controls.
Key Insights:
- AI enables real-time fraud detection, anomaly prevention, and improved invoice accuracy.
- Leverage AI to transform AP, AR, and supplier management for greater efficiency.
When implementing AI, rethink outdated policies that supported manual processes. Without change, you won’t see the automation benefits.”
Mick Keck, Director Analyst, Gartner
3. Stop chasing features
The traditional RFP process often leads to poor choices. Shift your focus to ROI-driven outcomes.
Best Practices:
- Evaluate vendors based on how they solve specific problems, not a checklist of features.
- Set clear goals like reducing exception rates or processing costs.
The way people traditionally do RFPs is outdated. Focus on solving the right problems with measurable metrics.”
Mick Keck, Director Analyst, Gartner
4. Eliminate financial anomalies with real-time audits
Real-time audits prevent costly errors and catch fraud before it’s too late.
Key Actions:
- Detect deepfakes, duplicate payments, and supplier fraud early.
- Move beyond post-audit reconciliations to proactive anomaly detection.
Real-time audits provide confidence in financial transactions by identifying issues as they occur.”
Mick Keck, Director Analyst, Gartner
5. Achieve 100% touchless AP & AR
AI makes touchless processing a reality, eliminating the need for manual intervention.
Key Benefits:
- Faster processing times and improved accuracy.
- Reduces staff involvement in routine tasks like invoice matching.
With AI, you can achieve zero manual interventions from invoice receipt to payment approval.”
Mick Keck, Director Analyst, Gartner
6. Move away from vendor portals
Portals can hinder supplier adoption. AI works directly in your AP inbox for seamless interactions.
Key Strategies:
- Avoid portal fatigue by implementing AI solutions that integrate with existing workflows.
- Improve supplier satisfaction by eliminating unnecessary logins.
Vendor portals aren’t the silver bullet they were promised to be. AI can streamline processes directly.”
Mick Keck, Director Analyst, Gartner
7. Ditch legacy processes
Modern AP automation replaces outdated workflows entirely, driving exponential gains.
Action Steps:
- Remove manual approvals and invoice matching with AI tools.
- Streamline policies to align with autonomous processing.
Keeping old processes with new technology results in minimal benefits. AI demands a clean slate.”
Mick Keck, Director Analyst, Gartner
8. Ensure seamless ERP integration
AI solutions should fit into your ERP with minimal disruption.
Integration Tips:
- Choose cloud-based tools that integrate smoothly without altering your ERP.
- Opt for scalable solutions that grow with your business needs.
No one wants to change their ERP to solve an AP problem. Choose solutions that integrate seamlessly.”
Mick Keck, Director Analyst, Gartner
9. Set KPIs to track success
Defining KPIs upfront ensures you achieve measurable AI outcomes.
Recommended Metrics:
- Fraud prevention rates and cost per invoice processed.
- Real-time audit capabilities and cash efficiency improvements.
KPIs are essential for tracking AI success and achieving post-implementation goals.”
Mick Keck, Director Analyst, Gartner
10. Leverage AI for unstructured data
AI turns unstructured data into actionable insights, enabling smarter decisions.
Key Insights:
- Match complex invoices with multiple components accurately.
- Unlock ad-hoc reporting capabilities for strategic planning.
AI solves challenges traditional systems can’t handle, especially with unstructured data.”
Mick Keck, Director Analyst, Gartner
