Finance automation is the practice of using software and technology to automate financial processes and operations, such as invoicing, payroll, accounts payable and receivable, financial reporting and budgeting. The goal is to reduce the amount of manual effort required, increase accuracy, and improve the speed and efficiency of financial operations. Automating routine and repetitive tasks allows businesses to focus more on strategy and decision-making, while reducing the likelihood of errors and improving compliance with financial regulations. Finance and accounting have become the most automated business functions, with an average of 26% of an organisation's automations falling under finance.
Below, we'll cover what businesses should know about finance automation, including how it works and the best practices for implementing and managing it, as well as the benefits it offers when implemented correctly.
What's in this article?
- Examples of finance automation
- How finance automation works
- Finance automation benefits
- Finance automation challenges
- Finance automation best practices
Examples of finance automation
Invoicing: Automation software can generate and send invoices, track payments and send reminders to customers.
Expense management: Automation tools can simplify expense report creation, submission and approval. Employees can scan receipts, and the system can automatically categorise expenses and integrate them into financial records.
Payroll: Payroll systems can automate the calculation of wages, deductions and taxes, as well as the distribution of employee pay slips, making the payroll process faster and less prone to errors.
Accounts payable and receivable: Payment automation software can match invoices with purchase orders and payments, easing the management of incoming and outgoing payments, as well as overall cash flow.
Financial reporting: Automated tools can gather data from various sources, compile financial reports and provide real-time insights into financial performance – all without any manual intervention.
Budgeting and forecasting: Automation software can assist in creating more accurate and dynamic budgets and forecasts by using historical data and predictive analytics.
Tax compliance: Automated tools can assist with tax calculations, filings and compliance.
Reconciliation: Automation software can reconcile bank statements with internal financial records to identify discrepancies quickly and efficiently.
How finance automation works
Finance automation uses technology to automate financial tasks and processes that have previously been done manually. Here's a breakdown of how these technology tools typically function.
Integration with data sources: Finance automation systems are designed to be integrated with various data sources, such as enterprise resource planning (ERP) systems, customer relationship management (CRM) software and bank accounts. This integration lets the automation system access real-time financial data.
Data processing and analysis: Once data has been collected, the automation software processes it using predefined rules and algorithms. For example, it can categorise expenses, match invoices with purchase orders or identify patterns in financial data.
Task automation: Routine and repetitive tasks are automated based on set criteria. For instance, once an invoice has been received and processed, the system can schedule a payment automatically based on the business's payment policies.
Workflow automation: Finance automation tools can also automate entire workflows. For example, an expense management workflow may include steps such as expense submission, manager approval and reimbursement processing. The software can move the expense through these steps automatically, based on the rules set by the organisation.
Alerts and notifications: The system can generate alerts and notifications for anomalies, due dates or important financial events, so that stakeholders remain informed and can take timely action.
Reporting: Automation software can record transactions and generate financial reports, providing insights into financial health and assisting with compliance requirements.
Machine learning and AI: More advanced finance automation systems use machine learning and AI to improve over time, learning from historical data and user actions to fine-tune processes, make predictive analyses and offer recommendations for financial decision-making.
Finance automation benefits
Strategic resource allocation: Automation frees finance workers from doing mundane tasks and lets them focus on key initiatives, such as financial analysis, strategy development and business growth.
Improved data integrity and accuracy: Automation minimises human error in financial transactions and recordkeeping. Automated systems follow precise rules and protocols to generate consistent and accurate data, as well as reliable financial reports.
Real-time financial insight: With automation, businesses can monitor their financial status in real time. This instant access to financial data and analytics supports fast decision-making and can give businesses a competitive advantage by letting them respond swiftly to market changes.
Scalability and flexibility: As businesses grow, their financial operations become more complex. Automation provides the scalability needed to manage this increasing complexity, without any additional overhead or resources being required. This scalability is especially important for businesses looking to expand or adapt to changing market conditions.
Risk mitigation and compliance: Automated systems can be programmed to adhere to the latest regulations and standards, keeping financial operations compliant and reducing the risk of penalties.
Improved financial control: Automation provides greater control over financial processes, allowing for detailed tracking, monitoring and management of financial transactions. This helps businesses to better detect fraud and enforce financial governance more effectively.
Cost optimisation: Beyond reducing labour costs, finance automation lowers operational costs by improving financial processes and increasing data accuracy, reducing the need for corrective actions.
Advanced analytical capabilities: With automation, businesses can use advanced analytics and predictive modelling for deeper insights into financial trends, performance metrics and risk assessments. These insights can inform more nuanced and forward-looking financial strategies.
Better stakeholder communication: Automated financial reporting facilitates clearer, more consistent and more timely communication with stakeholders. Automated reports can be generated with greater frequency and more detailed insights, improving transparency and trust with investors, shareholders and other stakeholders.
Finance automation challenges
Integration complexity: Integrating automation solutions with financial systems, databases and software can be a complex process, especially if the business uses legacy systems or a mix of incompatible technologies. Creating data flow and functionality across these systems requires careful planning and execution.
Data security and privacy: Finance automation involves handling sensitive financial data, which in turn raises concerns about data security and privacy. Protecting this data against breaches and ensuring compliance with data protection regulations can be challenging, especially in a landscape of ever-evolving cyber-threats.
Change management: The shift to automation can face resistance from employees who are accustomed to traditional methods of working. Successful finance automation requires this change to be managed effectively, by addressing employee concerns and creating a smooth transition through training and support.
Up-front costs and return on investment (ROI) concerns: Automation technology can require substantial investment and businesses may face challenges in justifying the cost. Demonstrating a clear ROI can be challenging, especially in the short term. However, the benefits often outweigh these initial costs in the long term.
Talent acquisition and retraining: As finance departments evolve with automation, they need to find and train staff for these new roles, which can be challenging.
Over-reliance on technology: There's a risk of becoming too dependent on automated systems. If these systems fail or if there's a lack of understanding of how they work, it can lead to operational disruption or decisions being made based on inaccurate data.
Continual improvement: Automation systems can become outdated if they are not updated regularly with the latest features and best practices. Businesses need to improve their automation systems continuously.
Balancing automation and human oversight: Finding the right balance between automated processes and human intervention is important. Although automation can handle routine tasks, human insight and oversight are still necessary for handling exceptions, complex decisions and tasks relating to strategic planning.
Finance automation best practices
Implementing finance automation effectively requires adhering to a set of best practices, which can help businesses maximise benefits while minimising risks and challenges. Here's a quick look at what that entails.
Needs assessment and goal setting: Begin with a thorough assessment of your financial processes to identify the areas that would benefit most from automation. Set clear, measurable goals for what you aim to achieve with automation, whether it's improving efficiency, reducing errors or enhancing decision-making.
Choosing the right solutions: Select finance automation solutions that align with your business needs, integrate well with existing financial systems and are scalable for growth. Evaluate vendor reputation, customer support and the ability to customise the solution to your requirements. Choose solutions with strong security features and which comply with relevant financial regulations and data protection laws.
Phased implementation: Implement automation in phases rather than all at once. Start with one or two processes that will benefit most from automation. This lets you better manage risks, learn from each phase and apply those lessons to subsequent implementations.
Training and change management: Invest in comprehensive training programmes to ensure that your team is proficient in using the new systems. Address resistance to change by educating staff on the benefits of automation and by involving key stakeholders in the implementation process.
Continual monitoring and optimisation: Monitor the performance of your automated processes on a regular basis to ensure that they are delivering the desired outcomes. Be prepared to make adjustments and optimisations based on performance data and user feedback, and have regular updates for security and compliance.
Maintaining a human element: Although automation can handle many tasks, human oversight is still important for managing exceptions, making complex decisions and providing valuable insights. Strike a balance between automated processes and human expertise.