Business process automation for finance: Faster invoices, smarter matching, and seamless approvals
At a glance
Finance process automation transforms how AP teams handle invoices, validations, and approvals by removing manual friction.
Automated workflows accelerate approvals, reduce exceptions, and build complete audit trails for compliance.
Secure, no-code finance workflows help teams cut approval time by up to 60% and eliminate redundant email follow-ups.
Moxo’s connected platform enables finance leaders to design, automate, and monitor every approval from intake to ERP export.
Finance automation is redefining control and accountability
According to the Ardent Partners 2024 AP Metrics Report, manual invoice processing can cost up to $12 per invoice and delay payments by over five days. These inefficiencies hurt cash flow and limit visibility across business units.
Fragmented approvals, scattered spreadsheets, and untracked exceptions often lead to compliance gaps. Finance process automation (FPA) helps organizations replace those ad-hoc systems with structured workflows that connect every stage of the accounts payable process.
It’s no longer just about reducing costs—it’s about gaining accuracy, transparency, and audit-ready confidence.
Intake and capture
Invoice intake is the first step toward a controlled AP process. Without automation, invoices arrive via email, PDFs, or paper, forcing staff to manually enter details into accounting systems.
Automated intake standardizes every submission. Teams can:
- Collect invoices through structured upload forms.
- Use document recognition to extract key data fields.
- Automatically detect duplicates or missing POs before routing.
With Moxo’s document collection workspace, invoices can be securely uploaded, validated, and stored under role-based access. This gives finance teams a clean starting point for every downstream approval and ensures full traceability.
Validations and approvals
Validation rules determine whether an invoice can move forward for approval. Manual checks on vendor IDs or line items slow down the process and increase the risk of missed errors.
Through workflow automation, validations happen instantly. Finance teams can configure:
- Threshold-based rules for high-value invoices.
- Automatic routing to department heads or controllers.
- Escalation alerts when SLAs are breached.
Inside the Workflow Builder, these steps are easily configured without coding. Real-time notifications and reminders keep every stakeholder accountable, while secure document management maintains version control and audit logs.
2/3-way match and exception handling
Matching invoices with purchase orders and receipts remains one of AP’s biggest bottlenecks. Manual comparisons between systems or PDFs often lead to overlooked discrepancies.
Finance process automation enforces consistent 2-way and 3-way match logic. When mismatches occur, the workflow triggers exception handling sub-flows to verify the issue—whether a pricing variance, missing PO, or quantity mismatch.
Through Moxo’s vendor portal, vendors can respond directly to exception requests using secure links. This eliminates back-and-forth emails while maintaining an auditable record of every communication.
ERP export and reporting
Once invoices are approved, exporting data into an ERP or accounting system can introduce risk if handled manually. Errors at this stage affect ledgers, accruals, and compliance reports.
Moxo integrates directly with major systems through its integrations hub. Approved invoices automatically sync to ERPs like SAP, Oracle, or QuickBooks.
From there, finance leaders can monitor:
- Average approval duration.
- Exception frequency and resolution time.
- Early-payment discount utilization.
Centralized dashboards visualize these KPIs, enabling proactive decisions that reduce delays and improve working-capital efficiency.
Build it in Moxo: Step-by-step
Flow builder (forms, file requests, approvals, eSign)
Teams can create an end-to-end invoice approval process using the no-code builder. Add intake forms, document uploads, and e-sign requests to ensure every stakeholder’s accountability is logged.
Controls (branches, decisions, milestones, SLAs)
Conditional branches route invoices by amount, department, or region. SLA timers track due dates, and milestone views help managers spot where a task is delayed.
Automations and integrations (ERP, CRM, DMS, DocuSign, Jumio, Stripe)
Automation rules handle repetitive actions such as ERP updates, reminders, or verification steps. Integrations expand functionality without disrupting existing systems.
Magic links for external participants
External vendors or auditors can collaborate securely through Magic Links—no logins needed, no loss of control. Every action is tracked under the same audit trail.
Management reporting (completion %, duration, bottlenecks)
Performance dashboards highlight cycle-time metrics, completion rates, and recurring exceptions. These insights help finance teams continuously refine their workflows.
Comparison and decision framework
When evaluating finance process automation tools, focus on how well they connect people, data, and compliance. Would you invite a vendor into your ERP? Probably not—that’s why external orchestration layers like Moxo provide the flexibility to involve partners securely without compromising governance.
Real-World Impact: How BPA transforms finance operations
Still not convinced? Let's look at how businesses are leveraging business process automation to achieve tangible results in their finance operations:
Financial Services Firm: Struggled with a ten-day invoice turnaround and inconsistent audit documentation.
BPA Solution: Implemented Moxo's finance workflows.
Impact: Reduced invoice approval time to just three days and eliminated manual filing errors.
Consulting company: Faced delays in expense approvals and frequent loss of receipts.
BPA solution: Adopted Moxo’s client portal with automated Service Level Agreements (SLAs).
Impact: Accelerated reimbursement cycles by 60%, providing full visibility across different regions.
Professional services agency: Vendor onboarding was a week-long ordeal.
BPA solution: Utilized Moxo’s vendor portal.
Impact: Onboarding time dropped by a remarkable 70%, with all compliance documents securely stored in one central workspace.
These examples clearly demonstrate how BPA isn't just about efficiency; it's about transforming complex, time-consuming financial tasks into streamlined, error-free processes.
How Moxo helps
Finance workflows demand accuracy, traceability, and speed. Moxo automates these processes—invoice capture, approval routing, and reconciliation—under one roof.
Through workflow automation, invoices are routed for review and matched automatically against POs and receipts via integrations with ERP systems. Document workflows manage receipts and evidence for audit readiness.
Approvers act directly through magic links, and dashboards track exception rates and cycle times. Security and audit trails ensure compliance with financial regulations.
Moxo gives finance teams full control—reducing manual work, shortening payment cycles, and ensuring every transaction is auditable.
Turning finance automation into measurable impact
Automation in finance isn’t just about efficiency—it’s about control, accuracy, and visibility. Digitizing every approval and validation step ensures that teams make faster, better-informed financial decisions.
Moxo enhances this transformation by connecting every stakeholder through a unified client portal. Its no-code builder, secure document controls, and integration layer help finance leaders maintain compliance while optimizing team capacity.
Ready to simplify your finance operations? Explore how Moxo’s workflows and dashboards can transform your AP process—book a demo to see it firsthand.
FAQs
What is finance process automation?
It’s the automation of finance tasks like invoice capture, validation, and approval using digital workflows. With Moxo, these processes become traceable and efficient within one secure workspace.
Can Moxo integrate with ERP systems?
Yes. Through its integrations hub, Moxo connects directly with platforms such as SAP, Oracle, and QuickBooks to sync approved data automatically.
How do vendors collaborate securely without accounts?
Moxo’s Magic Links enable vendors to submit documents or respond to approvals securely without creating an account.
What compliance standards does Moxo support?
Moxo meets SOC 2, SOC 3, and GDPR standards and offers full audit trails, role-based access, and encryption to protect financial data.
What ROI can AP teams expect?
Organizations using Moxo’s workflows typically see 40–60% faster approvals, 95% fewer emails, and significant improvements in reporting accuracy.
