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  • Benjamin Elliott

B2B Payment Automation The Essential User Guide

Updated: Oct 17, 2022

Payments form the foundation of any B2B’s operations. Quite simply, your business has to make and receive payments from other businesses. Not managing this properly could affect your business in a big way.

B2B payment automation will save time, save money, and result in a far more efficient operation. By switching over to an automated solution, you can simplify the way you manage your finances, while freeing up more time to spend on your business.

Automation is a must-have for any business in today’s competitive, digital world.

Let’s dive in.

Understanding B2B Payment Automation

Automation is changing the way businesses can make payments and get paid. The right automation solution can cover Accounts Payable (AP), Accounts Receivable (AR), PAYE (i.e. salary payments and taxes), and expense tracking - all essential processes for a business.

The basic idea behind B2B payment automation is that time-consuming manual payment processes are automated through software.

Automation software can manage or create invoices, send payment reminders, automatically resolve payments, track expenses, record payment data, and more.

By using an automated solution and removing the time-consuming tasks from AP and AR, businesses can avoid late payments, ensure all payments are processed efficiently and improve relationships with clients and suppliers.

Five Reasons Why B2B Payment Automation Is Important

Any business, no matter what scale or type, needs to make and receive payments. Buying stock from suppliers or ordering a service from an outside party are two common examples of B2B payments.

These can be vastly optimised with payment automation.

Here are some of the main reasons why B2B payment automation is so important.

1. Avoid Late Payments

One of the biggest challenges with B2B payments is late payments. By automating the payment process, businesses can ensure payments are made and received on time, every time.

Invoices can be carefully managed and processed automatically to ensure nothing is left off.

With manual payment methods, it's easy to lose or forget about paper invoices. Automation eliminates that risk.

Ultimately, this will result in better cash flow for your business, a more organised operation, and better relationships with suppliers.

2. Saves Time

Manual payment processes take up a lot of time for any accounting team. By automating, you can save hours of work on repetitive invoicing tasks.

With manual inputs in the payment cycle, the payment process becomes frustrating and demotivating for employees. Automation wipes out these unnecessary manual tasks, helping accounting teams to boost productivity and morale.

Not only does this make payments easier to manage, but it also makes it easier to scale your business.

As your business grows, your automation software will continue to manage the patent process without any additional input.

3. Better Visibility Over Spend

Uncertainty around manual AP and AR processes can affect a business’s ability to accurately forecast cash flow. This can result in business leaders being unsure about their company’s financial position.

With the right payment automation solution, you’ll get far better visibility over your company’s spending. Automation software allows you to access accurate and up-to-date information when you need it.

This includes real-time reports for more accurate cash flow forecasts.

4. Effortless Expense Management

One of the most time-consuming areas for any B2B financial team is managing and tracking expenses. It's vital that any business does this accurately, but it can be incredibly time-consuming if done manually.

With an automated expense tracking app, B2B expense management becomes effortless. This will track and categorise each business expense as they happen, ensuring you don’t miss any receipts or payments.

An automated expense tracking app records all of your transactions in real-time, giving you more time to run your business.

5. Increases Profits

B2B payment automation doesn’t only save time and improve efficiency, but it can also maximise profits. By applying automation, businesses can cut down their invoice processing costs significantly.

Automation eliminates the risk of human error in invoice processing. It also reduces the number of people needed to work on each invoice.

Additional costs, such as invoice storage, late processing fees, and office supplies all add up. When you automate payments with a digital solution, these expenses are eliminated.

How to Apply B2B Payment Automation

Any organisation that wants to stay up to date and enhance the way they operate must consider using payment automation.

Here are three steps to start applying automation to your business.

Find What Isn’t Working

Understanding and acknowledging areas of your business that need digitising is the first step. Businesses need to carefully assess their payment processes and identify where automation should be put into practice.

B2B payment automation can be applied to AP and AR. Digital transformation in both of these areas can significantly optimise your business.

Use the Right B2B Payment Automation Solution

Using the right payment automation technology is the biggest area that businesses get right or wrong. In order for B2B automation to be successful, you need to choose the right payment automation tool that covers all of your business’s pain points and helps you overcome them.

This means automating time-consuming manual processes, like using a tool to automate AP and business expense processes. Sweep can help with this, offering an app that integrates with all major accounting software options.

Ensure Adequate Training Is Administered

Make sure that your employees are well trained on the new systems/apps. This will help a smooth transition. It will also minimise the chances of errors occurring.


B2B payment automation accelerates the way your business operates while taking the pressure off your accounting team.

It gives you more time to focus on the important tasks of running a business, while your payment processes are effectively managed by technology.

Automation makes making and receiving payments a breeze - giving you one less thing to worry about.

Are you ready to join the automation revolution?

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