All of us have been burned before in a relationship. We can so easily fall for good looks and big promises but later realize that we’ve been duped. Just like the dating scene, finding a reliable and trustworthy Accounts Payable (AP) Automation vendor is a tricky endeavor.
When you first meet, a vendor may impress you with promises of efficiency, cost savings, and a smoother workflow. But after you make a commitment and sign on the dotted line, their AP automation solutions don’t deliver on those promises. Worse still, some vendors will sell you a software solution and then leave you to fend for yourself, figuring out updates and troubleshooting issues without any support. Many businesses have learned this the hard way– investing in vendors that fail to meet their needs, causing more headaches than solutions.
Fortunately, if you got burned by a bad AP provider, we are here to offer hope. Some companies recognized their mistake, made the transition to DataServ, and have since reaped the benefits of a knowledgeable and effective AP automation partner with over 30 years of success. DataServ won’t just sell you software solutions and leave — we provide ongoing support and expertise, as any true partner should. Below are some stories of companies that got burned before they found DataServ, along with some tips for avoiding the same mistakes by using the Buyer’s Guide to AP Automation Technology as a resource before selecting a vendor.
When You Realize You Chose the Wrong AP Automation Partner
Many companies that set out to automate their AP processes run into similar pitfalls when working with the wrong provider:
- Overpromising, Under-Delivering: Some vendors claim to offer full automation, but rely heavily on manual intervention, defeating the purpose of the investment.
- Difficult Implementation & Poor Support: Without a knowledgeable team guiding the setup, change management, and onboarding process, companies struggle to get the solution up and running. Then IT and AP staff are left to fend for themselves when technical issues arise later.
- Hidden Costs & Inflexible Pricing: Some vendors offer initial pricing that may seem competitive, but unexpected fees and lack of scalability quickly become major concerns.
- Failure to Adapt to Business Needs: As your company grows and evolves, your AP automation should, too. Some providers lack the flexibility needed to support business changes.
Here’s how several organizations found themselves in these frustrating situations and turned things around by switching to DataServ.
Arbill is an award-winning manufacturer and supplier of safety services, safety technology, and safety products. They initially worked with an AP solution provider that created more disruptions than efficiencies. Their previous system required extensive manual intervention and missed numerous supplier discounts. Missed discounts plus more FTE hours spent manually processing invoices made them realize they had made a costly mistake.
After switching to DataServ, Arbill began to reap the benefits of an AP partner that provided expertise in change management, making the transition to the new solution seamless and easy. DataServ also offered strong flexible tailoring options, and advanced matching capabilities. Arbill immediately experienced a more user-friendly, intuitive platform that significantly reduced manual work. With seamless invoice processing and enhanced visibility, their AP team could focus on strategic tasks rather than troubleshooting inefficiencies.
Hormel Foods initially chose an AP automation vendor that couldn’t adapt to their business processes. The routing and escalations were not as robust, proactive, or automated as they wanted, and required much more manual work. In addition, the lack of change management was creating a rocky rollout of the vendor’s solution. Training users on the new system proved to be difficult. Many users who had to process PO and NPO invoices had to work in two separate interfaces, which was inefficient and frustrating.
By transitioning to DataServ, Hormel Foods learned that when initiating a new AP solution, effective change management can make all the difference. Hormel gained a tailored automation solution that scaled with their business, and they benefited from DataServ’s industry-leading change management expertise to ensure the solution was implemented successfully. DataServ’s configurable workflows and ongoing support ensured that their AP department operated smoothly, with approximately 76% AutoVouch™ straight-through success rate.
E.W. Scripps, a major media company, faced significant challenges with an offshore AP automation provider. Their AP automation solution was so unreliable that all invoices from small vendors that didn’t include a PO number needed to be hand keyed. In addition, the lack of customer service led to ongoing inefficiencies and frustrations. They realized they had been burned and turned to DataServ for help.
With DataServ, E.W. Scripps found a partner rather than just a vendor. The dedicated DataServ team worked closely with them, providing hands-on support to ensure a smooth and successful implementation. Another critical component to their change to DataServ was the ability to migrate to a new ERP at the same time. Today, their AP process is efficient, well-integrated, and backed by a reliable team ready to help whenever needed. E.W. Scripps is now one of DataServ’s biggest advocates, referring new business and publicly sharing their DataServ success story.
Bunzl, a distribution and outsourcing company, got burned after signing up for an AP automation solution with an initial low price. After initiation, their provider introduced hidden fees that quickly inflated costs, making what seemed like an affordable option a financial burden. In addition to that, their vendor’s annual maintenance updates took two full weeks. That’s two weeks where Bunzl couldn’t use their AP system at all.
Bunzl hadn’t accounted for all the unforeseen costs—they weren’t included in their ROI estimates. With DataServ, they got transparent pricing. Switching to DataServ gave Bunzl a cost-effective, transparent pricing model with no surprises. The efficiency gains and predictable costs provided much-needed stability for their AP department.
How to Avoid Being an AP Automation Burn Victim
If you’re considering AP automation– or have already been burned by the wrong vendor– there’s a way to ensure you make the best decision: Educate yourself before choosing a provider.
DataServ offers a free Buyer’s Guide to AP Automation Technology, covering everything from essential features to vendor evaluation strategies. This comprehensive guide helps companies ask the right questions, identify potential red flags, and ensure their chosen solution aligns with their needs.
What You’ll Learn in the Buyer’s Guide:
- The key features to look for in an AP automation system.
- How to assess a vendor’s long-term reliability and scalability.
- Questions to ask providers to avoid hidden costs and inefficiencies.
- Best practices for a smooth implementation process.
Download the Buyer’s Guide here.
Make the Smart Choice the First Time
AP automation can be a game-changer—but only if you choose the right provider. As companies like Arbill, Hormel Foods, E.W. Scripps, and Bunzl discovered, the wrong decision can lead to frustration, inefficiency, and unnecessary costs. Thankfully, by switching to DataServ, they found the support, adaptability, and transparency they needed for long-term success.
Choosing your AP automation vendor is an important decision. Read the Buyer’s Guide and make an informed choice—before you get burned.
