Accounts payable (AP) automation is at a turning point, much like ERP systems themselves were over twenty years ago. Back then, businesses relied on complicated on-premises ERP solutions, believing they were the only way to manage financial and operational data. When cloud-based ERPs like NetSuite emerged in the late 1990s and early 2000s, forward-thinking finance teams recognized the advantages: eliminating costly maintenance, avoiding manual upgrades and breaking free from siloed data. Those who embraced the change gained a competitive edge, benefiting from real-time data access and operational efficiency, while those who hesitated were eventually forced to catch up.
Today, AP automation is undergoing the same transformation, particularly in the NetSuite ecosystem. For years, businesses accepted that AP automation required third-party integrations, middleware and external platforms. They believed switching between systems, waiting for data to sync and managing separate AP tools were just part of the process. But that era is ending. As midmarket businesses demand faster, more secure and scalable solutions, integration-heavy AP automation is becoming obsolete. The future belongs to integration-less, ERP-native automation—solutions that don’t rely on “connectors”. Organizations are looking to eliminate data sync headaches and gain further efficiency by working seamlessly within NetSuite. Companies who fail to recognize this shift will be left managing inefficient processes while their competitors move forward.
A Silent Killer: Separate Systems
One of the biggest, yet often overlooked, productivity killers in AP processes is the constant switching between systems. According to a study from Pegasystems, employees toggle between different applications over 1,100 times per day, leading to a 9% drop in total productivity. That’s nearly half a workday lost every week just navigating disconnected systems. Now, consider the impact on AP teams:
- Approving invoices in one platform while checking vendor details in another
- Verifying payment status in NetSuite but having to reference a third-party AP tool
- Running reports across multiple, disconnected systems
These inefficiencies don’t just slow things down, they create unnecessary errors, delays and frustrations. The future of AP automation removes all these bottlenecks entirely by keeping everything inside NetSuite, eliminating redundant steps and improving efficiency.
For years, AP automation vendors positioned integrations as the ideal solution. Their pitch was simple: “Just activate our connector, and you’re good to go.”
In reality, that promise has fallen apart. Integrations require ongoing maintenance. Every time NetSuite has a new release, external integrations must be updated too—or they break. IT teams are then forced to constantly troubleshoot API sync failures, wasting time, adding costs and demotivating employees, leaving finance teams stuck.
These integrations also expose businesses to security risks, making organizations vulnerable to fraud, cyberattacks and compliance breaches. On top of that, decision-making is delayed because reports aren’t in real-time. CFOs and Controllers end up working with outdated data, leading to poor cash flow management and missed opportunities. Simply put, integrations haven’t made AP automation easier—they’ve made it more complex, expensive and unreliable.
Discovering New Priorities
Forward-thinking finance teams aren’t looking for another integration to manage; they want a solution that just works. The most successful companies are already shifting toward AP automation that is fully embedded within NetSuite, removing the need for third-party platforms. Designed to work natively with NetSuite’s data, approvals and workflows, these solutions eliminate constant maintenance and ensure invoices, approvals and payments happen seamlessly within a single system.
The benefits are undeniable.
Invoice approvals happen instantly, payments are processed without manual file uploads and financial reports are always accurate and happening in real-time, eliminating the delays caused by sync issues.
The transition away from integration-heavy AP automation is already happening. The question is: Will your company get ahead of the curve or scramble to keep up? Finance and IT leaders must prioritize assessing their current AP workflows and identify inefficiencies. Asking critical questions such as:
- How much time is wasted navigating multiple systems?
- What hidden costs—such as IT support, compliance audits and integration fixes—are eating into profitability?
- Beyond subscription fees, how much is spent just maintaining integrations that should be unnecessary?
Companies who move to embedded AP automation will process invoices faster, reduce manual errors and scale more efficiently. Those who remain dependent on external integrations risk losing agility in an increasingly competitive landscape.
The Latest Competitive Advantage
The days of juggling multiple AP systems, troubleshooting API failures and waiting on data syncs are coming to an end. Embedded AP automation is the future, and companies who embrace it will gain a significant competitive advantage by improving efficiency, strengthening security and enabling real-time financial decision-making. Just as the shift from on-premises ERP to cloud ERP transformed the industry over twenty years ago, the companies who recognize and adopt this change early will emerge stronger. For finance leaders, the choice is clear: modernize now or risk falling behind.
