Payments Automation Software:
3 Steps to Choosing the Right One

Discover how to assess your AP needs, evaluate key features, and safeguard finances in this practical breakdown of payments automation solutions.

Happy businesswoman uses payments processing software

If you’ve ever found yourself buried under piles of invoices, spending hours manually reconciling payments, you know how crucial payment automation software can be. According to a 2023 study by Grand View Research, the global market for payment processing solutions is expected to reach nearly USD 120 billion by 2027, driven in large part by automation.

With so many options out there, how do you pick the one that’s right for your business? Below are three practical steps to guide your decision. You are going to discover:

Streamline Invoice Payments

Streamline Invoice Payments

Automate your AP process from invoice capture to final payment—no manual work, no delays. Get started with ArtsylPay for invoices today!

Common Signs Your Business Is Ripe for Payments Automation Software

Payment processes can quickly become bottlenecks when handled manually. If you’re frequently dealing with delays, inaccuracies, and growing administration costs, it may be time to consider payment automation software. Below are some of the most common signs that your current approach could use an upgrade.

  • Excessive manual data entry: If your team is still typing in invoice details or payment info, it likely wastes hours of staff time each week.
  • Frequent errors and delays: Late or incorrect payments not only upset clients and suppliers but also add extra follow-up tasks.
  • Lack of real-time visibility: Without up-to-date tracking and payment analytics, you may struggle to monitor cash flow or make quick, data-driven decisions.
  • Difficulty maintaining compliance: Juggling multiple spreadsheets or paper documents can introduce security risks and complicate audits.
  • Rising operational costs: Manual processes often lead to higher staffing needs, draining your resources and slowing growth.

If these warning signs resonate with your day-to-day operations, it’s a clear signal that your business may benefit from adopting payment automation software. By reducing manual tasks, improving oversight, and strengthening compliance, automated payment processing software solutions free you up to focus on strategic growth rather than paperwork.

What Payment Automation Software Can Do For Your Business

Payment automation software does far more than just speed up transactions. by integrating advanced features that enhance visibility, accuracy, and security, it ensures your company’s financial operations run smoothly and remain agile in the face of growth. Here’s what to expect:

Accelerate payment workflows

Automation removes repetitive tasks and manual data entry, allowing faster invoice processing and payment reconciliations.

Reduce errors and chargebacks

Accelerate payment workflows

With automated checks and validations, you can lower the risk of typos or missed deadlines—common culprits in billing disputes.

Enhance visibility and control

Real-time dashboards let you track payments as they happen, so you can spot delays or discrepancies before they become bigger problems.

LEARN MORE: Payment Processing: Transaction Lifecycle

Boost team efficiency

By cutting down on administrative chores, finance teams can invest more time in strategic activities, such as budgeting and financial planning.

Strengthen compliance and security

Automated tools often come with built-in encryption and compliance features, reducing liability and ensuring sensitive financial data stays protected.

Support business growth

Streamlined payment operations scale easily alongside your organization, giving you a stable foundation for expansion without ballooning overhead costs.

If your business needs a more reliable and efficient way to handle payments, consider the benefits outlined above. by reducing manual workloads, strengthening compliance, and improving overall financial oversight, automated solutions can pave the way for more strategic decision-making and sustainable expansion.

Ensure Timely, Accurate Vendor Payments with ArtsylPay
Eliminate late fees, streamline payment workflows, and optimize cash flow with AI-driven automation. Discover how ArtsylPay simplifies vendor payments today!
Book a demo now

Step One: Assess Your Company’s Current Payment Automation Software Needs

Before diving into payment automation software demos and free trials, start by reviewing your existing payment processes. Do you spend too much time sorting through paper-based invoices? Are you frequently chasing down missing payments or correcting errors from manual data entry?

An insightful approach to choosing payment automation software is to list the specific bottlenecks you face, noting how many hours per week or month they cost you. For instance, if your team members each spend five hours per week manually reconciling invoices, that adds up to 20 hours a month for a four-person finance team. By clearly defining these inefficiencies, you’ll have a roadmap of the payment automation software features and improvements you need from an automation solution.

Step 2: Evaluate Key Features and Integration Potential

Once you know your problem areas, it’s time to explore the core features of payments automation software:

  • Invoice capture and matching to reduce manual data entry
  • Automatic payment scheduling to streamline outgoing payments
  • Real-time tracking and reporting so you can see exactly where your money is going

You’ll also want to ensure the payment automation software platform can integrate seamlessly with your existing accounting tools or ERP systems. Businesses that use integrated automation solutions report a 30% reduction in payment errors and a 25% improvement in staff productivity (PayStream Advisors, 2022).

Compatibility is key; the fewer manual steps required for data transfer, the more time and money you save with payment automation software.

Step 3: Verify Payment Automation Software Security, Compliance, and Support

Payments are the lifeblood of any organization, so it’s essential to choose software with strong security protocols. Look for solutions that offer end-to-end encryption, multi-factor authentication, and compliance with regulations like PCI DSS or SOC 2.

A recent survey by FISPAN revealed that 68% of businesses view security as their top concern when selecting payment platforms. Don’t hesitate to ask prospective payment automation software vendors for proof of their compliance or to clarify their data protection policies.

Additionally, confirm that the payment automation software provider offers reliable customer support—especially during implementation—so you can get help quickly if any issues arise.

READ MORE: Choosing a Payment Processor: 10 Things to Consider

Sage Contact

Contact Us for an in-depth
product tour!

Real-Life Success Stories with Payment Automation Software

Nothing drives home the value of payment automation software like real-life experiences. Below are a few success stories from Artsyl client companies that streamlined their financial processes and saw immediate results—both in cost savings and operational efficiency.

Redwood Interiors Reduced Manual Entry with Payment Automation Software

Once plagued by misfiled invoices and late payment penalties, redwood interiors turned to payment automation software. The result was a 50% reduction in manual data entry and a 20% cut in administrative overhead, freeing up time and resources to focus on expanding their design portfolio.

Techspark Solutions Improves Cash Flow with Payment Automation Software

This fast-growing IT consultancy struggled to reconcile hundreds of monthly invoices from diverse vendors. After implementing automated payment workflows, they cut reconciliation time by 40% and improved cash flow visibility, enabling the finance team to devote more attention to strategic budgeting.

Blossom Healthcare Reducing Errors with Payment Automation Software

With complex billing cycles and strict compliance requirements, blossom healthcare was constantly battling administrative delays. By deploying automated payment processes, they streamlined approvals and invoice matching, reducing errors by 30% and ensuring uninterrupted patient care operations.

Payment Automation Software Success in Riverside Retail

Managing high transaction volumes across multiple e-commerce platforms was a constant headache for riverside retail. The switch to payment automation software simplified their accounts payable process, cut dispute resolution times in half, and saved them an estimated $35,000 in annual labor costs.

These case studies show how payment automation can revolutionize diverse industries by eliminating manual tasks and boosting visibility. If you’re looking to reduce errors, enhance compliance, and free up resources for growth, these real-world examples confirm that automated solutions can deliver measurable, lasting benefits.

Turn Payments into Profits
Earn rebates with virtual credit card payments while reducing transaction costs. Discover how ArtsylPay intelligent payment automation platform helps you save and earn — without sacrificing accuracy or speed!
Book a demo now

Automating Payments with ArtsylPay Payment Automation Capabilities

Automating payments is the final, vital step in a streamlined AP workflow. Beyond invoice processing, many solutions revert to manual checks or outdated payment methods, slowing down vendors’ pay cycles and risking late fees.

ArtsylPay intelligent payment automation platform helps you move beyond paper checks and take advantage of electronic funds transfers, bridging the gap between invoice capture and actual payment in one secure, integrated process.

Why ArtsylPay?

  • Eliminates manual tasks: Reduce repetitive data entry and labor-intensive processes.
  • Supports multiple payment methods: Pay vendors with virtual credit cards, digital checks, or enhanced ACH payments.
  • Increases savings: Reduce transaction costs, cut fraud risk, and even earn rebates on virtual card payments.
  • Integrates seamlessly: Tie payments directly to your accounting system with no extra overhead or ERP reconfiguration.
  • End-to-end visibility: Get a single flow of payables data from receipt to final payment, improving control and reporting.

Key Benefits of ArtsylPay Payments Automation Software

First of all, you can finally pay on time, every time. This eliminates late payment fees and vendor disputes. You can also capture early payment discounts and accelerate payments to earn extra rebates or negotiate favorable terms — that means extra money on your books!

There are more ways to generate revenue with ArtsylPay. Virtual credit cards allow you to recapture a portion of your payment outflows. This also means lower exposure to fraud: digitized payments and real-time tracking reduce risk.

Finally, you can scale easily: ArtsylPay grows with your business, maintaining consistent security and performance.

How to Get Started with ArtsylPay Payment Automation Software

READ NEXT: Payment Processing Companies: How to Choose the Right One

How to Get Started with ArtsylPay Payment Automation Software

The first step to success is to evaluate your AP process and identify where manual steps still exist post-invoice capture. Next, pick your payment methods: decide on virtual credit cards, digital checks, or enhanced ACH based on vendor preferences.

Next, link invoicing to payments and order processing, and connect ArtsylPay with your current accounting or ERP solution.

It’s time to train your team! Introduce staff to new payment workflows and security practices.

Finally, track and refine. Use reporting dashboards to monitor payments and optimize for speed, cost savings, or rebates.

ArtsylPay completes your AP automation cycle, letting you handle invoice processing and payments in one place. By moving to a secure, flexible e-payment system, you not only strengthen vendor relationships but also unlock opportunities to reduce costs and even generate additional revenue.

If you’re ready to transform your payables process, schedule a call or request a demo to see ArtsylPay in action. If you’re aiming to cut errors, maintain compliance, and free up resources for growth, the path to measurable, long-term results starts here.

Final Thoughts: Don’t Cut Corners Choosing Payment Automation Software

By following these three steps—assessing your needs, evaluating functionality and integrations, and ensuring robust security—you can cut through the noise and select a payments automation solution that truly fits your business. Not only will you save time and money, but you’ll also lay the groundwork for smoother, more secure financial operations as your company grows.

Given the market’s trajectory, adopting a modern payments system is more than just a nice-to-have—it’s rapidly becoming essential for long-term success.

Seamlessly Connect Orders to Payments
Close the loop between procurement and accounts payable with ArtsylPay intelligent payment automation software for orders. Simplify your purchasing and
payment process now!
Book a demo now

Artsyl

Unlock Full AP Automation!

Integrate payments with invoice processing in a single, end-to-end solution. Eliminate paper checks and manual processing risks with secure, automated digital payments.

Schedule a demo and see Artsyl AP automation software in action!
Looking for
Document Capture demo?
Request Demo