P Card Automation of Finance Processes

ControlHub

In today's fast-paced business environment, automation has become a game-changer for most companies. Many departments have adopted automation solutions to streamline their workflows and free up employee time. However, finance departments seem to be lagging behind, relying on manual processes that are time-consuming and error-prone.

Despite valid concerns about security and trust in fintech, finance automation can significantly increase efficiency and save costs. In this blog post, we explore the benefits of finance automation and highlight key areas where hardware-centric, procurement-heavy companies can implement it to optimize their financial processes.

By investing in finance automation, businesses can boost accuracy, minimize opportunities for fraud, save time, and increase productivity. With automation, businesses can take a step forward in the future of service efficiency, setting themselves apart from their competitors.

Why Invest in Automation of Finance Processes?

There are several ways of making financial processes effective even without financial automation. Especially if a business has already adopted workflow automation in other departments. So why should companies invest in finance automation software (or a pocurement software)?

Provide Accurate Expense Management By Avoiding Manual Errors

Tallying expenses, streamlining invoices with financial statements, data transfer, filling in ledgers: nobody likes these manual processes - they are tedious and prone to mistakes. 

It is easy to miss numerous values, and even a single false digit will set your records off. With such repetitive tasks, you are more likely to make mistakes than not.

In addition to being so error-prone, financial data handled manually is vulnerable to manipulation. While it is not best practice to make your employees feel mistrusted, human nature always needs to be considered. 

Finance automation addresses these issues by using finance automation software to perform these tasks. Invoice automation and accounting automation eliminate human error from the fatigue of repetitive tasks. Automation of all financial processes also protects financial data from fraud and other kinds of malicious manipulation. 

Minimize Opportunities for Fraud

How do automation solutions protect financial data from fraud?

Apart from minimizing manual manipulation of the data, such as updating ledgers, finance automation helps identify inconsistencies. If any values fail to add up, financial managers will be automatically and promplt alerted. Many professional criminals would know how to hide faulty data, but financial automation software is not easily fooled. 

Finance automation also limits access to financial data. Access to data can be limited to accounting, and financial planning departments only. In this way, it is easier to know who to hold responsible if anything goes wrong. Automation also allows companies to have multi-layered authentication security, ensuring the fidelity of their financial data.

Save Time on Chasing Late Payments and Other Receivables

Your company thrives on client payments. They ensure stable cash flow and the faster they are, the better your revenue. But many companies struggle with late payments.

Late payments stagnate cash flow and slow down working capital supply. Chasing after late payments also wastes a lot of time. There is also a high probability that some late customers will end up as bad debt, leading to losses.

Financial automation software generates payment reminders for customers on your behalf. The system is set up such that the reminders are sent until the payment due is fulfilled. 

You will always be sure you received payments for services rendered, and if not, you will have enough evidence to pursue the issue further. 

With automation, you also have the option of automating immediate payment requests. These compel the customer to pay immediately for services. They proactively avoid the whole issue of following customers around for payment.

Avoid Delays in Accounts Payable

Delays in accounts receivable will slow down cash flow, but delays in accounts payable can paralyze it completely.

Falling behind on the payments that keep your company running will force you into debt. Poor financial planning is usually the root cause of this issue. But inadequate payment reminder systems are also to blame. It is easy to lose track of what needs to be paid and when especially as a company grows.

Payment automation solutions such as automatic payments for software subscriptions, and invoice automation avoid this problem. Every recurring payment should be added to your financial software notification system.

Provide Effective and Organized Payroll Management

Payroll management is not just about giving people their salaries at the end of the month, there is a lot more to it. They include benefits, bonuses, and compensation; all of which need to be calculated for each of your several employees. What makes this exercise challenging is not the fact that it involves a lot of numbers, but that it involves human emotion.

You have to get your employee payrolls right. It is a sign of respect for the work they do and that you are reliable. They also have to be on time. Being on time also proves that the managers running the company know they are dealing with people’s livelihoods. If mistakes are made on payrolls or they keep getting delayed, employees will lose trust. If they begin mistrusting the company then their loyalty and motivation will be the next things out the door.

How to Implement Financial Automation: Key Areas

We know how important finance automation is, but how do we integrate it into the fabric of our business? 

Finance automation is achieved in the same way as any other kind of workflow automation. You first need to find out the best areas where automation is needed to optimize function. Here are 5 areas you should begin with to take your accounting to the next level.

Bookkeeping 

Bookkeeping is the backbone of efficient accounting. Bookkeeping has always been done manually and there has been persistent inertia in adopting accounting automation in this field. This inertia exists even though the processes involved in bookkeeping, such as creating items for every payable and receivable and then tallying them, are strenuous and time-consuming.

Although Excel sheets made the process partially automated, accounting automation had not reached its peak. Today, accounting software allows bookkeeping to be fully automated and easy to understand. You do not have to spend hours manipulating spreadsheets, or double-checking items, the accounting software does it for you. Financial reporting also becomes easier because you do not have to spend a lot of time cross-checking data.

Many companies have already understood that accounting automation is the standard. Meeting industry best practices has never been easier.

Accounts Receivable and Invoicing

Your accounts receivable and invoices are crucial to the vitality of your business. They are like a synergistic give-and-take system that creates balance in your company. Any hitches with either of them could collapse your business.

The problem is that most companies face several challenges with these two processes. First invoices are notoriously time-consuming and error-prone. Issuing, tracking, then reconciling invoices is a major headache when doing financial reporting. You may also need to involve several different teams in the process to ensure accuracy, which then raises the probability of error even higher.

Accounting automation helps solve this by assigning these tasks to software. The software is designed to track and issue invoices much better than any human while also being much cheaper. 

The software is dauntless in pursuing all accounts receivable, only giving up when the finds have been successfully obtained. Imagine all the time you could save while being assured that your company is running at its best.

Accounts Payable 

Although accounts receivable are the backbone of your cash flow, poorly managed accounts payable have the potential to reverse all your hard work. Accounts payable automation helps you make sure you pay for all the services that keep your company running on time. They work hand-in-hand with your long-term budget goals to make sure that you do not find yourself in debt.

Accounts payable automation is also responsible for helping you save money. Payments made on time help you avoid penalties for late payments, and give you a better perspective of your overall finances.

Payroll Management

We already know how important it is to manage your employees' payroll with care. Poor payroll management can impact morale and overall performance. It can also get you involved with litigation. All of these issues end up affecting your brand reputation and overall profits.

Payroll automation is therefore a smart investment in your workforce and brand. It helps simplify the complexities of payroll calculation by instantly calculating the benefits, compensation, and overtime of every single one of your employees. There is also the added advantage of software having close to a margin of error. Your employees will always get their pay on time and with no miscalculations whatsoever.

Investing in this payroll automation is also an act of good faith. It shows your employees that you care about their welfare and want to do right by them. They will thus feel more connected to the company and become more dedicated to giving exceptional performance.

Tax Management

Finally, one of the most nerve-wracking obligations by any citizen is tax compliance. Taxes can seem like a tangled web you must disentangle yourself from all while blindfolded and bound. Traditionally, companies and sometimes individuals, have had to hire external professionals to guide them through the process. However, this has always been an expensive exercise that left companies powerless and vulnerable. If you pick the wrong people to sort your taxes, you would be faced with even bigger problems.

Thankfully, finance software dedicated to tax management has solved these problems. You can fully automate all of your company's tax requirements and save yourself the anxiety of making mistakes. Companies can now have each transaction immediately calculated and recorded. But it gets even better.

Tax software can even help companies calculate tax obligations across international borders. You no longer have to involve your lawyers to constantly evaluate possible tasks risks. The software will do it all for you.

Learnings

Finance automation has become a critical factor in the success of businesses today. Many departments have adopted automation solutions to streamline their workflows, but finance departments have been slow to do so, still relying on manual processes. Despite valid concerns about security and trust in fintech, finance automation can significantly increase efficiency and save costs. It frees up employee time and reduces the likelihood of human error, which can be costly for hardware-centric, procurement-heavy startups.

The post emphasizes that manual financial processes are time-consuming and prone to errors, with the data handled manually vulnerable to manipulation. Adopting finance automation can help businesses provide accurate expense management by avoiding manual errors. Financial data handled manually is prone to errors, but automation eliminates human error from the fatigue of repetitive tasks. Automation also protects financial data from fraud and other kinds of malicious manipulation.

Moreover, automation helps companies minimize opportunities for fraud. Automation solutions protect financial data by minimizing manual manipulation of data, such as updating ledgers. Finance automation helps identify inconsistencies, and many professional criminals would know how to hide faulty data, but financial automation software is not easily fooled. Access to data can be limited to accounting and financial planning departments only. In this way, it is easier to know who to hold responsible if anything goes wrong.

Chasing after late payments wastes a lot of time, and financial automation software generates payment reminders for customers on the company's behalf. The system is set up to send reminders until the payment due is fulfilled. With automation, businesses can also automate immediate payment requests, avoiding the issue of following customers around for payment.

Delays in accounts payable can paralyze a company completely. Poor financial planning is usually the root cause of this issue, but inadequate payment reminder systems are also to blame. Payment automation solutions avoid this problem, and every recurring payment should be added to the company's financial software notification system.

Payroll management is not just about giving people their salaries at the end of the month, there is a lot more to it. Payroll management includes benefits, bonuses, and compensation, which all need to be calculated for each employee. Payroll automation simplifies the complexities of payroll calculation by instantly calculating the benefits, compensation, and overtime of every single one of the employees. Investing in this payroll automation is an act of good faith that shows employees that the company cares about their welfare and wants to do right by them.

Finally, the post highlights the importance of tax compliance. Tax software can automate all of the company's tax requirements and save the anxiety of making mistakes. Tax software can help companies calculate tax obligations across international borders, eliminating the need for lawyers to evaluate possible task risks continually. Finance automation is the best way to elevate a business to the next level by managing its finances effectively, from debts to profits, financial statements to invoices. Businesses that adopt finance automation can distinguish themselves from their competitors and set themselves apart in the future of service efficiency.

Frequently Asked Questions

What's this finance automation buzz all about?

Get ready for some financial wizardry! Finance automation isn't just jargon; it's your golden ticket to smoother business sailing. It's like having an ace up your sleeve that streamlines operations, frees you from mundane tasks, and lets you focus on the good stuff.

 Why is automation the superhero for finance?

Great question, numbers guru! Automation is the unsung hero that's already revolutionizing marketing and sales. It's high time finance joined the party. Manual processes? Nah, that's old school. Automation is here to zap errors, catch discrepancies, and sweep fraud away like a master detective.

Can automation really put an end to late payments?

Absolutely! Say goodbye to the headache of chasing payments. Finance automation comes in like a guardian angel with timely reminders, making sure you get paid without breaking a sweat. It's like having a personal assistant who's always on the ball.

How does automation make payroll a breeze?

Ahh, payroll – the heart of your team's happiness. With finance automation, it's like hitting the "easy" button. Accurate calculations, on-time payments, and happy employees? That's the trifecta that boosts morale and keeps everyone grooving.

Can finance software really tame the tax beast?

Believe it or not, it absolutely can! Tax season may have seemed like a stormy cloud, but finance automation clears the skies. From complex international calculations to compliance like a boss, the software's got your back. No more tax season nightmares – just smooth sailing.

Let's get down to business – how do we start with finance automation?

You got it, go-getter! Start by letting the software handle bookkeeping. It's like having a magic wand that takes care of the heavy lifting. And as you gain confidence, extend the magic to accounts receivable. It's a step-by-step journey to efficiency paradise.

What's the big takeaway from this finance automation adventure?

Hold on to your hats, financial adventurers! Finance automation isn't about replacing humans; it's about empowering them. Let automation tackle the mundane so you can channel your energy where it truly matters. It's a win-win that fuels growth and innovation.

Can any business embrace the automation wave?

Absolutely! Whether you're a small startup or a seasoned giant, finance automation is your compass. It's like a wave that lifts all boats, making your journey smoother and more efficient. So, no matter your size, jump on that wave and ride it to success.

How can we stay on top of the finance automation game?

Stay engaged, business enthusiast! Hit subscribe, keep learning, and embrace the power of automation. It's your key to a more streamlined, more productive business. Remember, you've got this, and the future is full of exciting possibilities!

What is a P card?

A Purchasing Card (P-Card) is acorporate credit card designed explicitly for business-related purchases.It empowers employees to make purchases on behalf of their organization,streamlining the procurement process

P card vs Credit Card?

Credit cards allow users to make partial payments and revolve balances, on the other hand purchasing cards, or P-cards, require you to fully pay your balance each month. Their statements generally include more information than credit card statements and often eliminate the need to retain invoices.

What is the expense recognition principle?

The expense recognition principle, a core guideline of accrual accounting, dictates that expenses should be recognized in the period they are incurred, regardless of when thecash payments are made. This principle ensures that financial statements accurately reflect a company's financial performance by matching expenses withthe revenues they generate. For example, if a company incurs costs to produce goods sold in a specific period, those costs are recorded as expenses in the same period the related revenues are recognized, providing a clearer picture ofthe company's profitability during that time frame.

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