In this instructional video, Sachin Sharma, founder of ProCare Desk, explains why many accounts‑payable (AP) automation projects fall short of expectations. Drawing on a survey of 47 controllers who recently implemented AP software, he identifies three common implementation mistakes: (1) deploying automation solely for invoice processing without integrating purchase orders, which leaves invoices unlinked and approval routing unclear; (2) adding purchase‑order capability without considering the actual needs and workflows of requisitioners, leading to low adoption; and (3) ignoring the distinct requirements of field crews—who need mobile‑friendly, rapid emergency purchase processes—resulting in poor usability for a large user segment. Sharma emphasizes that successful AP automation requires aligning the tool with existing processes and stakeholder needs rather than forcing processes to fit the tool. He concludes with a call‑to‑action to contact a product specialist to evaluate whether ProcureDesk fits the viewer’s organization.
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You recently implemented an accounts payable automation software, but you're not seeing the results. If that is the case, you're not alone. We surveyed around 47 controllers who recently implemented an AP software to see how efficient the process is and most of them are not seeing the results they desire to see. If that is the case with you, this video is for you. Because in this video I'm going to talk about three areas which companies do wrong when implementing AP software and how you can correct it to make sure that you get the value out of your AP automation software. If you're joining me for the first time, welcome. My name is Sachin. I am the founder of ProCare Desk where we help growing companies automate their AP processes. So let's jump in. Number one is you're just implementing it for invoices. So very common when AP start looking at the requirements for automation they care about. Can we have a coding done? Can we have just a central invoice processing so that I could just go look up my invoices and then I can maybe add a approval layer on top of it. So invoices are routed to the right person for approval. The challenge becomes is you just implemented it for invoices. That means you still have surprise invoices coming in. You're still struggling to figure out where it needs to go for approval because you have no clue on what this purchase is about, right? So invoices just show up and then the team needs to figure out where does it need to go for approval. So that jump. Let's, let's talk about number two problem, right? So let's say you realize now that you need a upfront process to Capture your expenses, I.e. purchase orders, so that when the invoice comes in, you are able to now map the invoice to a purchase order and then identify where it needs to go for approval and so on. The challenge which we see in most cases is companies don't look at the need of the requisitioners. So what is the requisition process looks like. How, how is my team purchasing today? Will they be able to use the purchase order process? Will they be able to speed up the requisition process using the new tool? These are the considerations that you must have in, in during the evaluation process to make sure that you are selecting a system that your team is going to use. Right? So that gets into problem number three is if you have field crew, they have very different set of requirements when it comes to purchase acquisition approvals. And invoices so here's the thing. If you're a construction company or you have team that is in field, most of the cases with the project management companies and so on, they're not standing in front of a computer to put in requests, approve requests, review invoice exceptions and things like that. So you need a system that will work for field, what are their requirements, how often they need to create emergency purchase, and so on. Right. So it's not just about the tool, but the process that you have today. And can the tool adopt to the process rather than the other way around? Otherwise you have an uphill battle of some, you know, having them use a new software and then ask them to change their process as well. So if you recently implemented an AP software and you're struggling with adoption, you. You probably have done one of the three things I would say not in the correct fashion. Right. Number one is you just implemented only for invoices, no purchase order. Number two is you implemented with purchase order, but you did not consider the requirements of requisitioners. And number three is if you have field crew, you must talk to them to understand their key requirements. If you're struggling with AP automation or you're thinking about automating your AAP process, click on the link below to talk to one of our product specialists so we can walk you through if procuredesk is the right solution for you. Thanks for joining me today and I'll see you in the next video.
