Yes. In most cases, AP automation ERP integration lets you automate accounts payable without replacing your ERP. Your ERP stays the financial system of record, and automation takes over the invoice work that happens before anything gets posted.
Picture a typical month-end. An AP clerk opens a vendor’s PDF, logs it in a tracking spreadsheet, walks a printout to a manager for a signature, and then types the same details into the ERP. That’s three touches for one invoice, and the ERP only sees it at the very end.
Integration cuts that down to one workflow with no retyping. But the first question most finance teams ask is practical: “Will this work with what we already have?”
That question comes from both sides of the building. Accounting managers want faster approvals. IT directors want to avoid a risky data migration or a project that eats their team’s quarter.
This guide covers how integration works, which ERP systems it typically connects with, when your ERP’s built-in AP tools may be enough, and what to ask a provider before you sign.
Can AP Automation Integrate With Your ERP?
AP automation software is built to connect with ERP systems such as Oracle NetSuite, Microsoft Dynamics 365, and SAP, along with many industry-specific platforms. Invoices are captured and approved in the automation system, then passed to the ERP for posting and payment without being retyped.
What integration means
Integration means data moves between systems on its own. If someone on your team still keys approved invoice details into the ERP by hand, you have two systems sitting side by side, not an integration.
A well-integrated setup pulls vendor and purchase order data from the ERP, uses it to check incoming invoices, and sends approved data back for posting.
Why your ERP stays the system of record
Your ERP owns the general ledger, the vendor master file, and the payment run, and AP automation leaves all of that in place. The automation platform handles the steps before an invoice reaches the ERP, from the moment it arrives to the final approval.
That’s how Mosaic Paperless Solutions approaches ERP integration: build on the system you already have instead of replacing it.
West Kentucky Rural Electric Cooperative Corporation (WKRECC), a Mosaic client, is a good example. The cooperative kept CSA, its existing billing and accounting software, automated its AP process around it with DocStar ECM, and cut invoice processing time from 10 days to 4. Read the West Kentucky case study.
How Does AP Automation ERP Integration Work?
At a high level, the ERP supplies the reference data, the automation platform does the processing, and the finished result goes back to the ERP.
What data moves between systems
A typical integration exchanges:
- Vendor records, so incoming invoices are matched to the right supplier
- Purchase orders and receiving data, for two-way and three-way matching
- GL codes and cost centers, so invoices are coded correctly before approval
- Approved invoice data, sent to the ERP for posting
- Payment status, sent back so the AP team can answer vendor questions quickly
How the connection is made
Integrations are usually built with prebuilt connectors, APIs (application programming interfaces, which let systems exchange data directly), or scheduled file transfers. The right method depends on your ERP, its version, and whether it runs in the cloud or on your own servers. Learn more about Mosaic’s ERP integration services.
Where automation takes over
Here’s a single invoice in a connected process. A vendor emails a PDF, and the system reads it, pulls out the vendor name, invoice number, amounts, and line items, and checks them against the purchase order and receiving record from the ERP. If it all lines up, the invoice goes straight to the right approver, who can sign off from a phone. After approval, the data posts to the ERP. Mobile approvals like this are one of the main advantages of cloud-based AP automation.
Compared to the month-end scene above, the clerk only steps in when something doesn’t match, like a price difference or a missing receipt.
It also gives you something paper never did: the status of every invoice at any moment. You can see where approvals stall and measure how long each step takes. That matters, because you can’t manage what you can’t measure.
That shift is also where the time savings come from. It’s how WKRECC went from 10-day to 4-day invoice processing. See how it works on our AP automation page.
Which ERP Systems Work With AP Automation?
Most mid-market and enterprise ERPs can connect to AP automation. What matters most is a proven integration with your specific product and version. You can see the systems Mosaic connects with on our integrations page.
Can AP automation integrate with NetSuite?
It can, and NetSuite’s cloud setup usually makes the connection simpler than an on-premise system. Confirm how vendor records and purchase orders sync, where approvals happen, and how custom fields carry over.
Can AP automation integrate with Microsoft Dynamics?
Start by confirming which Dynamics product you use. The name covers several platforms, including Dynamics 365 Business Central, Dynamics 365 Finance, and older systems like Dynamics GP, and the integration approach can differ between them. Ask for experience with your exact product and version.
Can AP automation work with SAP?
SAP projects usually need the most upfront discovery. Many SAP environments are heavily customized, so plan time to map how your instance handles purchase orders, approvals, and posting before configuration begins.
What about industry-specific or older ERP systems?
Older and specialized platforms can often be connected too, sometimes through file-based methods. WKRECC’s CSA billing and accounting software is one example of an industry-specific system that stayed in place while AP was automated around it.
Why Not Just Use Your ERP’s Built-In AP Module?
It’s a fair question. For some organizations, the built-in module is the right call.
When a built-in module may be enough
Your ERP’s native AP tools may cover what you need if:
- Invoice volume is low
- Approvals are simple, with one or two levels
- You operate from a single location
- Most invoices already arrive electronically and are tied to purchase orders
Where generic modules tend to fall short
Gaps tend to appear as volume and complexity grow. Generic modules often struggle with paper and emailed invoices, approvals that involve several people or locations, and exceptions that need to reach the right person quickly. Post-launch support can be thin as well.
Built-in modules aren’t the only generic option that falls short. Wood-Mizer, a Mosaic client and manufacturer that processes about 60,000 invoices a year, tried moving AP to an outsourced service costing $4,300 a month. Approval routing and exception handling couldn’t be tailored to its process, and limited integration with its Infor CloudSuite Industrial (CSI) ERP meant manual updates.
In 2024, Wood-Mizer re-deployed DocStar ECM with Intelligent Data Capture, integrated directly with Infor CSI. Its AR/AP accounting supervisor now estimates the team runs at 96% efficiency or better. Read the Wood-Mizer case study.
| Capability | Built-in ERP AP module | Integrated AP automation |
|---|---|---|
| Invoice capture | Often focused on electronic invoices | Paper, PDF, and email |
| Approval routing | Basic workflows | Multi-level, rule-based routing |
| Exception handling | Largely manual | Flagged and routed automatically |
| Mobile approvals | Varies by ERP | Available (used by WKRECC) |
| Visibility into delays | Limited | Status of every invoice |
| Best fit | Low volume, simple approvals | Higher volume, multiple approvers or locations |
What Should You Ask Before Choosing an Integrated AP Solution?
Every provider will say they integrate with your ERP. The real test is how much manual work that integration removes. These questions will help you find out:
- Do you have a working integration with our ERP and version? Ask for references on the same system.
- Which data syncs automatically, and how often? A real-time sync and a nightly batch feel very different to the people using them.
- What happens when data doesn’t match? Missing POs, price differences, and duplicate invoices are where weak integrations show.
- How much IT time will this take? Include setup, testing, and maintenance.
- Who handles setup, testing, and support after go-live? Software without implementation support often ends up underused.
- What happens if we upgrade or replace our ERP? Your AP process shouldn’t depend on a system you plan to retire.
In Mosaic’s experience, technology accounts for about 20% of a successful project. The other 80% is implementation. A solid integration can still disappoint if nobody maps your real workflow, tests with live invoices, or trains the team that has to use it. Our guide to overcoming automation resistance covers how to bring your team along.
What Does ERP Integration Look Like During Implementation?
Integration is one piece of a larger rollout. Most projects map today’s invoice process, configure the ERP connection, test with real invoices, and go live in stages so AP keeps running. A phased implementation strategy keeps risk low while the new process settles in, and our guide to successful AP automation implementation covers the most common challenges.
Keep Your ERP and Remove the Manual Work
Your ERP is a major investment, and AP automation should build on it. The ERP keeps handling the accounting, while automation takes over the manual steps that slow invoices down before they’re posted.
If you’re comparing options, start with the questions above. A provider with a real integration will answer them in detail. One without it will stay vague.
Mosaic Paperless Solutions provides AP automation, document management, workflow automation, and ERP integration for manufacturing, distribution, utilities, construction, healthcare, and retail organizations. If you’d like to see how AP automation ERP integration would work with your system, we’ll walk you through it.
See How Mosaic Integrates With Your ERP or Talk to an Automation Consultant
Frequently Asked Questions
What is ERP integration in AP automation?
It’s the automatic exchange of data between an AP automation platform and your ERP. Vendor, purchase order, and GL data flow into the automation system to validate invoices, and approved invoice data flows back to the ERP for posting and payment.
Do we need to replace our ERP to automate accounts payable?
Usually not. AP automation is designed to work alongside your existing ERP, which remains your system of record for accounting and payments. Replacing the ERP only makes sense if it’s holding the business back in other ways.
How long does it take to integrate AP automation with an ERP?
It depends mostly on four things: your ERP, its version, how customized it is, and how clean your vendor and PO data is. Cloud ERPs with standard configurations usually move fastest. Heavily customized systems like SAP take longer because the discovery work comes first. A provider should give you a timeline for your specific system after a short assessment, and you should be wary of anyone who quotes one without asking about your setup.
How much does AP automation cost?
AP automation pricing is usually based on invoice volume, number of users, and integration scope, so most providers quote after a short assessment. A useful benchmark is what manual processing already costs: roughly $16 to $23 per invoice, versus $2.50 to $4 when automated. The Cost of Processing an Invoice breaks down where those costs come from.
Will AP automation work if we change ERP systems later?
Often, yes. Many platforms can be reconnected to a new ERP, which protects your AP process during a migration. Ask providers how they’ve handled this for existing customers.
How much IT involvement does ERP integration require?
IT typically grants system access, reviews security, and helps test the connection. When an experienced partner handles configuration, IT’s role is usually limited to specific project stages.
