From paper invoice to approved payment, without the manual work
Proactis AP Automation handles the full invoice lifecycle - from capture and validation through to matching, approval and payment. Whether your suppliers send paper, PDF or electronic invoices, every document is processed consistently, accurately and without manual keying.
Capture every invoice from every supplier
Not all suppliers send invoices the same way. Proactis AP Automation captures paper, PDF, XML and electronic invoices through a single platform, converting each one into a structured, ready-to-process eInvoice using advanced OCR technology.
From day one, no invoice is missed and no data needs to be keyed manually.
Built to work with your existing ERP and Finance Systems
Why finance teams choose Proactis AP Automation
Proactis AP Automation gives finance teams a faster, more accurate and more controlled approach to invoice processing - regardless of how many invoices they receive or what format suppliers use.
‘No PO, No Pay’ compliance built in. Invoices without a valid purchase order are flagged automatically, and suppliers can be directed to add missing PO numbers before processing continues. Your ‘No PO, No Pay’ policy is enforced consistently, without relying on manual checking.
100% invoice capture from day one. Every invoice - paper, PDF, XML or portal-submitted is captured and converted into a structured eInvoice. No document is missed, no data is lost and no invoice requires manual keying from the start.
Proactis AP Automation integrates with all major ERP and finance systems - including SAP, Unit4, Infor, Oracle, Microsoft Dynamics and Workday. eInvoices flow directly into your existing system for matching and approval, with no rekeying and no manual handovers.
Everything you need to automate invoice processing end to end
Capture invoices
Accept every invoice, in every format, from every supplier
Paper invoices are scanned and digitised. PDFs and email attachments are captured automatically. Electronic invoices arrive via XML, portal entry or PO Flip.
Every format is handled through a single platform, converting all documents into structured eInvoices from day one.
Validate and match
Check every invoice against your purchasing data automatically
Each invoice is validated against purchase orders, goods receipts and supplier records before it progresses.
Duplicates are flagged, missing PO numbers are queried and mismatches are routed for resolution - all without manual checking from your AP team.
Process straight through
Send matched invoices to payment without manual steps
Invoices that match your purchase orders and pass validation are processed straight through to your finance system, without any manual intervention.
The proportion of invoices processed this way increases over time as the AI learns from your data.
Manage exceptions
Resolve invoice queries faster with full context
When an invoice cannot be matched automatically, it is flagged and routed to the right person with all relevant context - the original document, the linked PO and any discrepancy detail.
Queries are resolved faster because the information needed is already there.
Proven outcomes from organisations like yours
Finance teams are leveraging Proactis AP Automation to cut processing costs, eliminate manual effort and handle more invoices with the same team.
500% increase in AP efficiency: from 20,000 to 100,000 invoices a month
Mears Group - a housing maintenance and repair business with 16,000 employees -I mplemented Proactis AP Automation integrated with SunSystems. Invoice processing volumes grew fivefold, from 20,000 to 100,000 invoices per month, without a proportional increase in AP headcount.
Increase in AP efficiency as invoice volumes scaled fivefold
£100k+ annual AP savings with a 35% rise in invoice volumes and no new headcount
Screwfix implemented Proactis AP Automation integrated with Unit4 Financials to handle growing invoice volumes without growing the team. Invoice volumes increased by 35% while the AP function delivered £100k+ in annual savings - achieved entirely through automation and process efficiency.
Annual AP savings as invoice volumes grew by 35%
66% improvement in AP process efficiency and £120k+ in annual savings
Wigan Council centralised its AP function and automated invoice processing with Proactis, integrated with Unit4 Business World. The result was a 66% improvement in AP process efficiency and more than £120,000 in annual savings - achieved by eliminating manual processing and reducing the cost per invoice.
Improvement in AP process efficiency, with £120k+ annual savings
Get guidance tailored to your organisation
Whether you’re exploring options or addressing a specific procurement or finance challenge, our experts are here to help. Speak to a Proactis specialist to discuss your priorities, understand your options, and explore how our solutions could support your organisation.
Frequently asked questions
See how organisations across public and private sectors use Proactis to improve control, strengthen compliance, and gain clear visibility over procurement and spend.
What is AP Automation?
AP Automation is the process of handling accounts payable digitally - capturing invoices in any format, validating them automatically, matching them against purchase orders and routing them for approval and payment without manual keying.
Proactis AP Automation handles all invoice types through a single platform, connected directly to your ERP or finance system. The result is faster processing, fewer errors and better-quality data for financial decision-making.
What challenges does AP Automation solve?
The most common AP challenges are: manual keying of paper and PDF invoices leading to errors and delays; no visibility of invoice status until processing is complete; invoices arriving without purchase orders creating compliance risk; high cost per invoice due to manual handling; and limited ability to take advantage of early payment discounts.
Proactis AP Automation addresses each of these by automating capture, validation and matching, enforcing ‘No PO, No Pay’ policy and providing real-time visibility of invoice status throughout the process.
Can AP Automation integrate with our ERP?
Yes. Proactis AP Automation is system-agnostic and integrates with all major ERP and finance systems, including SAP, Unit4, Infor, Oracle, Microsoft Dynamics, MRI, Workday, Netsuite, Epicor and Deltek.
eInvoices are fed directly into your chosen system for matching and approval - your existing data stays where it is and your team continues to work in the systems they already know.
Explore the full suite of Proactis solutions
Purchase-to-Pay
Connect AP Automation to the full purchase-to-pay cycle. Proactis Purchase-to-Pay controls purchasing from request through to approval — so invoices arrive pre-matched against compliant purchase orders.
Marketplace
Reduce invoice exceptions at source. Proactis Marketplace directs employees to approved suppliers and contracted pricing — so orders are raised correctly and invoices match first time.
Contract management
Make sure every invoice is paid against a valid contract. Proactis Contract Management keeps all agreements centralised and monitored - so AP teams always know what terms apply to each supplier.
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