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Try now for FreeMakersHub automates and simplifies accounts payable (AP) for businesses with complex operations and high payment volumes. Our solution streamlines bill capture, coding, approval routing, and payment processing, giving finance teams real-time visibility into project costs and cash flow. Learn more today.
Manually entering, approving, and paying invoices might work for a small business with a handful of vendors. But as operations grow, invoice processing quickly turns into an error-prone, time-draining cycle that slows down your entire finance team.
That’s where invoice automation comes in. Automating invoice processing replaces manual data entry, email approvals, and paper checks with a single, structured workflow powered by AI. The result is faster approvals, cleaner books, and more control over cash flow.
In this guide, we’ll walk through what invoice automation is, how it works, and how leading teams use platforms like MakersHub to streamline their accounts payable process from start to finish.
Automated invoice processing uses software to capture, code, approve, and pay invoices with minimal human intervention. Instead of manually typing in vendor names, line items, or amounts, the system reads and structures invoice data automatically.
A modern invoice automation platform:
It’s not just about saving time, it’s about eliminating risk. Every manual handoff introduces potential errors, delays, or fraud exposure. Automation closes those gaps while improving data accuracy across your books.
The number of invoices businesses handle has grown dramatically over the past decade. A company processing a few dozen invoices a month in its early days might now manage thousands across multiple branches, projects, or entities.
At that scale, manual invoice processing breaks down:
Automation solves all of this by centralizing data and enforcing process discipline no matter how complex your workflow becomes.
For finance leaders, invoice automation isn’t just a cost-saver, it’s a growth enabler.
While every business has its own workflow, modern invoice automation generally follows these key stages:
Invoices arrive in multiple formats: PDFs, photos, emails, or even printed copies. Automation software like MakersHub ingests them all into a central inbox.
From there, AI reads each invoice, identifying vendor details, invoice numbers, due dates, and even individual line items. Unlike legacy OCR systems, MakersHub’s WiseVision AI interprets context so it knows that a “service charge” or “unit rate” is part of the total, not a duplicate field.
The extracted data is automatically coded to the right accounts, projects, or cost centers. For instance, if a vendor supplies materials for a specific job, MakersHub tags those costs directly to that project inside QuickBooks or Sage Intacct.
This eliminates the manual work of assigning GL codes or matching bills to budgets.
Next, invoices are sent through a predefined approval flow. You can configure rules based on vendor, dollar amount, department, or project, ensuring the right people review the right bills at the right time.
If an approver is unavailable, the system automatically re-routes to the next in line to keep things moving.
Once approved, payments are scheduled according to vendor terms. Automation ensures early-pay discounts are captured while preventing duplicate or unauthorized payments.
With MakersHub, every payment is tracked from submission through deposit, giving teams full transparency.
Finally, all approved and paid invoices sync directly with your accounting software. That means no double entry, no reconciliation headaches, and no missed updates.
The result is a fully auditable, end-to-end workflow where invoices flow seamlessly from intake to payment.
AI-powered extraction minimizes human error, ensuring every invoice is processed accurately.
Automated routing cuts days or even weeks off your approval cycle, improving vendor relationships and cash flow.
By reducing manual work, finance teams save significant labor hours that can be redirected to analysis and forecasting.
Every invoice, status, and payment record lives in one place accessible anytime.
Whether you process 100 or 10,000 invoices, automation scales effortlessly without adding headcount.
Every step is tracked with timestamps, creating a built-in audit trail.
Traditional OCR often captures only headers or totals. MakersHub goes deeper, extracting every line item for precise cost tracking.
When invoice data lives in spreadsheets and accounting software separately, errors multiply. MakersHub’s two-way sync keeps everything aligned.
Chasing signatures or email confirmations wastes time. Automation routes invoices instantly, with reminders for approvers.
Instead of requiring vendor logins, MakersHub emails real-time payment confirmations automatically. Vendors always know where their payment stands.
Across industries like construction, trade services, and manufacturing, companies using MakersHub report measurable ROI within weeks.
In the Liberty Fence Supply case study, a multi-branch fencing contractor transformed its invoice and payment process from paper chaos to digital precision.
Before MakersHub, branch managers printed and mailed invoices for approval: a process that delayed payments and created reconciliation headaches. After adopting MakersHub, Liberty centralized invoice capture, automated approval routing, and implemented direct QuickBooks sync.
Results:
“MakersHub has completely changed how we handle AP. I know every bill has been reviewed, I can pay vendors faster, and we’re saving real money with discounts we used to miss,” says Santo Pernicano, General Manager at Liberty Fence and Supply.
Read the full story here.
Not all automation platforms are built equally. Here’s what to look for when evaluating vendors:
MakersHub was purpose-built for these needs, especially for growing businesses that outgrow basic bill pay tools.
You don’t have to overhaul your entire AP process overnight. Start with one workflow such as invoice capture and expand from there.
Most teams begin by funneling all invoices into a single shared inbox, where AI extraction begins automatically. Within days, the reduction in manual entry is measurable.
As comfort grows, you can introduce multi-step approvals, early-pay optimization, and integrated vendor communication. MakersHub’s support team guides each stage to ensure adoption is smooth and results are visible fast.
Automating invoice processing isn’t just about replacing manual work, it’s about reclaiming control. When data is accurate, approvals are clear, and payments are tracked in real time, finance leaders can finally focus on strategy rather than administration.
Whether you manage hundreds of vendors or multiple entities, MakersHub delivers the structure and speed that modern businesses need to thrive.
Ready to eliminate manual entry and errors for good? Schedule a demo to see MakersHub in action.
What does invoice automation do?
Invoice automation software reads and processes invoices automatically extracting data, routing for approval, and syncing with your accounting system.
Can invoice automation integrate with QuickBooks or Sage Intacct?
Yes. MakersHub connects directly to both platforms, maintaining real-time, two-way synchronization.
How much time can automation save?
Most businesses see a 70-90% reduction in manual data entry and faster month-end closes.
Is invoice automation secure?
Yes. MakersHub uses encryption, role-based permissions, and full audit logs for every transaction. MakersHub is also SOC2 compliant.
Do vendors need to create accounts to get paid?
No. Vendors receive direct payment confirmations. No portal logins required.
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