{"id":4026,"date":"2020-11-26T18:29:12","date_gmt":"2020-11-26T18:29:12","guid":{"rendered":"https:\/\/www.zaharasoftware.com\/?p=4026"},"modified":"2025-05-13T12:03:41","modified_gmt":"2025-05-13T12:03:41","slug":"you-cant-handle-the-truth","status":"publish","type":"post","link":"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/","title":{"rendered":"Stop Approving Supplier Invoices \u2014 Fix Your Process Earlier"},"content":{"rendered":"\n<p>When a supplier sends an invoice, they&#8217;ve already delivered the goods or services you requested. At that point, they expect to be paid \u2014 promptly and without dispute. If you&#8217;re still checking invoices manually at the accounts payable (AP) stage, your process is broken.<\/p><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-light-blue ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#why_waiting_until_invoice_receipt_is_too_late\" >Why Waiting Until Invoice Receipt Is Too Late<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#1_specification_cannot_be_challenged\" >1. Specification Cannot Be Challenged<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#2_supplier_selection_is_already_made\" >2. Supplier Selection Is Already Made<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#3_quantities_and_pricing_are_locked_in\" >3. Quantities and Pricing Are Locked In<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#4_verbal_orders_create_risk\" >4. Verbal Orders Create Risk<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#5_its_harder_to_dispute_deliveries_after_the_fact\" >5. It&#8217;s Harder to Dispute Deliveries After the Fact<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#the_business_impact_of_broken_invoice_processes\" >The Business Impact of Broken Invoice Processes<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#eroded_supplier_trust_and_higher_costs\" >Eroded Supplier Trust and Higher Costs<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#high-quality_suppliers_might\" >High-quality suppliers might:<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#hidden_costs_in_the_ap_process\" >Hidden Costs in the AP Process<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#late_payments_can_lead_to\" >Late payments can lead to:<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#common_workarounds_lead_to_risk\" >Common Workarounds Lead to Risk<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#there_is_a_smarter_way\" >There Is a Smarter Way<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#final_thoughts_make_the_switch_to_purchase-to-pay_automation\" >Final Thoughts: Make the Switch to Purchase-to-Pay Automation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#faqs\" >FAQs<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#why_is_approving_invoices_manually_a_problem\" >Why is approving invoices manually a problem?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#how_does_a_%e2%80%98no_po_no_pay_policy_help\" >How does a &#8216;No PO, No Pay&#8217; policy help?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#what_is_the_average_cost_of_processing_a_supplier_invoice_manually\" >What is the average cost of processing a supplier invoice manually?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#what_are_the_benefits_of_automating_purchase_approvals\" >What are the benefits of automating purchase approvals?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/#how_can_zahara_help\" >How can Zahara help?<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-why-waiting-until-invoice-receipt-is-too-late\"><span class=\"ez-toc-section\" id=\"why_waiting_until_invoice_receipt_is_too_late\"><\/span>Why Waiting Until Invoice Receipt Is Too Late<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Waiting until the supplier invoice arrives creates unnecessary risks and inefficiencies:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-specification-cannot-be-challenged\"><span class=\"ez-toc-section\" id=\"1_specification_cannot_be_challenged\"><\/span>1. Specification Cannot Be Challenged<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>By the time the invoice arrives, the requisitioner has already decided what to buy. It&#8217;s too late to challenge specifications at this stage.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-2-supplier-selection-is-already-made\"><span class=\"ez-toc-section\" id=\"2_supplier_selection_is_already_made\"><\/span>2. Supplier Selection Is Already Made<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The supplier has been chosen, often based on factors like price, availability, and service. Trying to question the supplier choice at invoice stage is both reactive and ineffective.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-3-quantities-and-pricing-are-locked-in\"><span class=\"ez-toc-section\" id=\"3_quantities_and_pricing_are_locked_in\"><\/span>3. Quantities and Pricing Are Locked In<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>If the buyer ordered stock in bulk or took advantage of special pricing, it&#8217;s not possible to renegotiate once the invoice has been issued.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-4-verbal-orders-create-risk\"><span class=\"ez-toc-section\" id=\"4_verbal_orders_create_risk\"><\/span>4. Verbal Orders Create Risk<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Over 80% of businesses still place orders via email or phone <a class=\"cursor-pointer\" target=\"_new\" rel=\"noopener\" data-start=\"1373\" data-end=\"1444\">source: Ardent Partners<\/a>. Suppliers are increasingly wary of customers who don&#8217;t use formal purchase orders (POs), as it heightens their risk of delayed or non-payment.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-5-it-s-harder-to-dispute-deliveries-after-the-fact\"><span class=\"ez-toc-section\" id=\"5_its_harder_to_dispute_deliveries_after_the_fact\"><\/span>5. It&#8217;s Harder to Dispute Deliveries After the Fact<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>If goods or services don&#8217;t meet expectations, it&#8217;s easier to dispute them at the point of delivery \u2014 not once the invoice is in the AP queue. Without a PO or goods receipt, disputes become subjective and contentious.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-the-business-impact-of-broken-invoice-processes\"><span class=\"ez-toc-section\" id=\"the_business_impact_of_broken_invoice_processes\"><\/span>The Business Impact of Broken Invoice Processes<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"1024\" height=\"1536\" src=\"https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/stop-approving-supplier-invoices-early.png\" alt=\"Infographic detailing problems with manual supplier invoice approval, hidden costs and risks, and solutions like budget controls, purchase orders, and cloud automation.\" class=\"wp-image-7421\" srcset=\"https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/stop-approving-supplier-invoices-early.png 1024w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/stop-approving-supplier-invoices-early-200x300.png 200w\" sizes=\"(max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><figcaption class=\"wp-element-caption\">Infographic detailing problems with manual supplier invoice approval, hidden costs and risks, and solutions like budget controls, purchase orders, and cloud automation.<\/figcaption><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-eroded-supplier-trust-and-higher-costs\"><span class=\"ez-toc-section\" id=\"eroded_supplier_trust_and_higher_costs\"><\/span>Eroded Supplier Trust and Higher Costs<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"h-high-quality-suppliers-might\"><span class=\"ez-toc-section\" id=\"high-quality_suppliers_might\"><\/span><strong>High-quality suppliers might:<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p class=\"\" data-start=\"1997\" data-end=\"2035\">Build higher costs into their pricing.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"2038\" data-end=\"2071\">Stop offering preferential terms.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"2074\" data-end=\"2110\">Walk away from unreliable customers.<\/p><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-hidden-costs-in-the-ap-process\"><span class=\"ez-toc-section\" id=\"hidden_costs_in_the_ap_process\"><\/span>Hidden Costs in the AP Process<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"435\" src=\"https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-1024x435.png\" alt=\"Line graph comparing manual and automated invoice processing across eight risk and cost categories, showing manual processing consistently performs worse except for policy compliance.\" class=\"wp-image-7420\" srcset=\"https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-1024x435.png 1024w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-300x127.png 300w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-768x326.png 768w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-1536x652.png 1536w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-2048x870.png 2048w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-1200x510.png 1200w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-900x382.png 900w, https:\/\/www.zaharasoftware.com\/wp-content\/uploads\/2020\/11\/hidden-costs-and-risks-of-manual-invoice-approvals-1280x544.png 1280w\" sizes=\"(max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><figcaption class=\"wp-element-caption\">Line graph comparing manual and automated invoice processing across eight risk and cost categories, showing manual processing consistently performs worse except for policy compliance.<\/figcaption><\/figure>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"h-late-payments-can-lead-to\"><span class=\"ez-toc-section\" id=\"late_payments_can_lead_to\"><\/span>Late payments can lead to:<span class=\"ez-toc-section-end\"><\/span><\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p class=\"\" data-start=\"2177\" data-end=\"2208\">Missed early payment discounts.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"2211\" data-end=\"2234\">Late payment penalties.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"2237\" data-end=\"2328\">Extra admin time for AP teams chasing down missing approvals, budget checks, and paperwork.<\/p><br><\/li>\n<\/ul>\n\n\n\n<p>In fact, <strong data-start=\"2339\" data-end=\"2399\">research by the Institute of Finance &amp; Management (IOFM)<\/strong> suggests that <strong data-start=\"2414\" data-end=\"2481\">the cost of manually processing a single invoice can exceed $15<\/strong>, which can be more than the invoice itself for low-value purchases (<a class=\"\" href=\"https:\/\/www.iofm.com\" target=\"_new\" rel=\"noopener\" data-start=\"2550\" data-end=\"2586\">source: IOFM<\/a>).<\/p>\n\n\n\n<table id=\"tablepress-36\" class=\"tablepress tablepress-id-36\">\n<thead>\n<tr class=\"row-1\">\n\t<th class=\"column-1\"> Factor                                 <\/th><th class=\"column-2\"> Manual Process (Invoice Approval at AP Stage) <\/th><th class=\"column-3\"> Automated Process (Purchase-to-Pay Automation) <\/th><th class=\"column-4\"> Data Source \/ Notes                                                                           <\/th>\n<\/tr>\n<\/thead>\n<tbody class=\"row-striping row-hover\">\n<tr class=\"row-2\">\n\t<td class=\"column-1\"> **Average cost per invoice**           <\/td><td class=\"column-2\"> \\$15\u2013\\$20                                     <\/td><td class=\"column-3\"> \\$3\u2013\\$5                                        <\/td><td class=\"column-4\"> [IOFM](https:\/\/www.iofm.com), [Ardent Partners](https:\/\/ardentpartners.com\/) <\/td>\n<\/tr>\n<tr class=\"row-3\">\n\t<td class=\"column-1\"> **Processing time per invoice**        <\/td><td class=\"column-2\"> 10+ days                                      <\/td><td class=\"column-3\"> 3\u20135 days                                       <\/td><td class=\"column-4\"> [Ardent Partners](https:\/\/ardentpartners.com\/)                               <\/td>\n<\/tr>\n<tr class=\"row-4\">\n\t<td class=\"column-1\"> **Risk of duplicate payments**         <\/td><td class=\"column-2\"> High                                          <\/td><td class=\"column-3\"> Low                                            <\/td><td class=\"column-4\"> Industry data from [IOFM](https:\/\/www.iofm.com)                                               <\/td>\n<\/tr>\n<tr class=\"row-5\">\n\t<td class=\"column-1\"> **Risk of over-payments\/fraud**        <\/td><td class=\"column-2\"> High (manual checks prone to error)           <\/td><td class=\"column-3\"> Low (system controls in place)                 <\/td><td class=\"column-4\"> [IOFM](https:\/\/www.iofm.com)                                                                  <\/td>\n<\/tr>\n<tr class=\"row-6\">\n\t<td class=\"column-1\"> **Accounts Payable workload**          <\/td><td class=\"column-2\"> High (manual chasing, approvals, data entry)  <\/td><td class=\"column-3\"> Low (automated workflows, self-service PO)     <\/td><td class=\"column-4\"> Internal estimates from Zahara customers                                                      <\/td>\n<\/tr>\n<tr class=\"row-7\">\n\t<td class=\"column-1\"> **Supplier relationships**             <\/td><td class=\"column-2\"> Strained (delays, disputes, late payments)    <\/td><td class=\"column-3\"> Improved (faster, predictable payments)        <\/td><td class=\"column-4\"> [Pay.uk report](https:\/\/www.pay.uk)                                                           <\/td>\n<\/tr>\n<tr class=\"row-8\">\n\t<td class=\"column-1\"> **Missed early payment discounts**     <\/td><td class=\"column-2\"> Frequent                                      <\/td><td class=\"column-3\"> Rare                                           <\/td><td class=\"column-4\"> [IOFM](https:\/\/www.iofm.com)                                                                  <\/td>\n<\/tr>\n<tr class=\"row-9\">\n\t<td class=\"column-1\"> **Visibility of spend against budget** <\/td><td class=\"column-2\"> Low (often retrospective at AP stage)         <\/td><td class=\"column-3\"> High (real-time at requisition stage)          <\/td><td class=\"column-4\"> Zahara user feedback                                                                          <\/td>\n<\/tr>\n<tr class=\"row-10\">\n\t<td class=\"column-1\"> **Compliance with internal policies**  <\/td><td class=\"column-2\"> Low                                           <\/td><td class=\"column-3\"> High                                           <\/td><td class=\"column-4\"> [CIPS](https:\/\/www.cips.org)                                                                  <\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<!-- #tablepress-36 from cache -->\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-common-workarounds-lead-to-risk\"><span class=\"ez-toc-section\" id=\"common_workarounds_lead_to_risk\"><\/span>Common Workarounds Lead to Risk<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>To cope, many companies auto-approve low-value invoices and only scrutinise larger ones. This might save time, but it opens the door to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p class=\"\" data-start=\"2771\" data-end=\"2784\">Overpayments.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"2787\" data-end=\"2806\">Duplicate invoices.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"2809\" data-end=\"2815\">Fraud.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"2818\" data-end=\"2840\">Unreconciled accounts.<\/p><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-there-is-a-smarter-way\"><span class=\"ez-toc-section\" id=\"there_is_a_smarter_way\"><\/span>There Is a Smarter Way<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>1. Set and Enforce Budgets Early<\/p>\n\n\n\n<p>Empower budget holders with real-time visibility of spend against budgets. Tools like <strong data-start=\"2997\" data-end=\"3071\"><a class=\"cursor-pointer\" target=\"_new\" rel=\"noopener\" data-start=\"2999\" data-end=\"3069\">Zahara&#8217;s Budget Management<\/a><\/strong> make this simple, allowing users to spot anomalies at the <strong data-start=\"3130\" data-end=\"3151\">requisition stage<\/strong> \u2014 not at the invoice.<\/p>\n\n\n\n<p>2. Implement a Purchase Order Process<\/p>\n\n\n\n<p>Introducing a <strong data-start=\"3231\" data-end=\"3256\">purchase order system<\/strong> needn&#8217;t be costly or complex. Solutions like <strong data-start=\"3302\" data-end=\"3385\"><a class=\"cursor-pointer\" target=\"_new\" rel=\"noopener\" data-start=\"3304\" data-end=\"3383\">Zahara&#8217;s PO Software<\/a><\/strong> help teams issue POs from anywhere, ensuring all spend is pre-approved and traceable. A &#8216;No PO, No Pay&#8217; policy protects suppliers and encourages compliance internally.<\/p>\n\n\n\n<p>3. Automate Approvals with Cloud Software<\/p>\n\n\n\n<p><strong data-start=\"3601\" data-end=\"3635\">Cloud-based approvals software<\/strong> lets businesses set up automated, multi-level workflows by department, cost centre, or category. Zahara&#8217;s <strong data-start=\"3742\" data-end=\"3832\"><a class=\"cursor-pointer\" target=\"_new\" rel=\"noopener\" data-start=\"3744\" data-end=\"3830\">Invoice Approval Software<\/a><\/strong> ensures purchases are reviewed at the right time by the right people, without slowing down operations.<\/p>\n\n\n\n<p>4. Stop Approving Invoices at the AP Stage<\/p>\n\n\n\n<p>When an invoice arrives, it should already match:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><p class=\"\" data-start=\"4037\" data-end=\"4053\">The approved PO.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"4056\" data-end=\"4074\">The goods receipt.<\/p><\/li>\n\n\n\n<li><p class=\"\" data-start=\"4077\" data-end=\"4106\">The agreed pricing and terms.<\/p><\/li>\n<\/ul>\n\n\n\n<p>Your <strong data-start=\"4113\" data-end=\"4161\">AP team shouldn&#8217;t have to police the process<\/strong>. Free them up to focus on credit control, supplier relationships, and accurate financial reporting.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-final-thoughts-make-the-switch-to-purchase-to-pay-automation\"><span class=\"ez-toc-section\" id=\"final_thoughts_make_the_switch_to_purchase-to-pay_automation\"><\/span>Final Thoughts: Make the Switch to Purchase-to-Pay Automation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Businesses that streamline purchasing and remove invoice approvals at the AP stage see fewer disputes, faster payments, and stronger supplier relationships. They also reduce the risk of fraud and avoid paying twice for the same service or product.<\/p>\n\n\n\n<p>Take the first step. <strong data-start=\"4604\" data-end=\"4692\">Discover how Zahara can help your team improve purchasing and stop invoice approvals<\/strong>.<br data-start=\"4693\" data-end=\"4696\"><br>\ud83d\udc49 <a class=\"cursor-pointer\" target=\"_new\" rel=\"noopener\" data-start=\"4699\" data-end=\"4824\">Explore Zahara&#8217;s Accounts Payable Automation Software<\/a><\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-faqs\"><span class=\"ez-toc-section\" id=\"faqs\"><\/span>FAQs<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-why-is-approving-invoices-manually-a-problem\"><span class=\"ez-toc-section\" id=\"why_is_approving_invoices_manually_a_problem\"><\/span>Why is approving invoices manually a problem?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Manual approvals are time-consuming, error-prone, and reactive. It&#8217;s more efficient to manage approvals earlier in the process using purchase orders and automated workflows.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-how-does-a-no-po-no-pay-policy-help\"><span class=\"ez-toc-section\" id=\"how_does_a_%e2%80%98no_po_no_pay_policy_help\"><\/span>How does a &#8216;No PO, No Pay&#8217; policy help?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>It ensures all spending is pre-approved and traceable, reducing disputes, fraud, and supplier payment delays.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-is-the-average-cost-of-processing-a-supplier-invoice-manually\"><span class=\"ez-toc-section\" id=\"what_is_the_average_cost_of_processing_a_supplier_invoice_manually\"><\/span>What is the average cost of processing a supplier invoice manually?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>According to <strong data-start=\"5302\" data-end=\"5334\"><a class=\"\" href=\"https:\/\/www.iofm.com\" target=\"_new\" rel=\"noopener\" data-start=\"5304\" data-end=\"5332\">IOFM<\/a><\/strong>, the average cost is <strong data-start=\"5356\" data-end=\"5380\">over $15 per invoice<\/strong>, which can exceed the invoice value for smaller purchases.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-are-the-benefits-of-automating-purchase-approvals\"><span class=\"ez-toc-section\" id=\"what_are_the_benefits_of_automating_purchase_approvals\"><\/span>What are the benefits of automating purchase approvals?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Automation speeds up purchasing, reduces admin for AP teams, and provides a clear audit trail for every transaction.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-how-can-zahara-help\"><span class=\"ez-toc-section\" id=\"how_can_zahara_help\"><\/span>How can Zahara help?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p><strong data-start=\"5644\" data-end=\"5689\"><a class=\"\" href=\"https:\/\/www.zaharasoftware.com\/\" target=\"_new\" rel=\"noopener\" data-start=\"5646\" data-end=\"5687\">Zahara<\/a><\/strong> provides cloud-based software for purchase orders, approvals, budget control, and supplier payments \u2014 all designed to stop invoice approvals at the AP stage.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When a supplier sends an invoice, they&#8217;ve already delivered the goods or services you requested. At that point, they expect to be paid \u2014 promptly and without dispute. If you&#8217;re still checking invoices manually at the accounts payable (AP) stage, your process is broken. Why Waiting Until Invoice Receipt Is Too Late Waiting until the &hellip; <a href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/you-cant-handle-the-truth\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Stop Approving Supplier Invoices \u2014 Fix Your Process Earlier&#8221;<\/span><\/a><\/p>\n","protected":false},"author":10,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"iawp_total_views":77,"footnotes":""},"categories":[708,62],"tags":[],"class_list":["post-4026","post","type-post","status-publish","format-standard","hentry","category-accounts-payable","category-business-efficiency"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v27.0) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Stop Approving Supplier Invoices \u2014 Fix Your Process Earlier<\/title>\n<meta name=\"description\" content=\"The finance team need a source of the truth. 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