Ready, Set, Automate: Mastering Change in Manufacturing AP

Efficiency is everything in manufacturing—whether optimizing production lines or tightening supply chains, every process must run like clockwork. However, accounts payable (AP) processes often lag behind, and that’s where automation can make a big difference.

By automating AP processes, manufacturers can reduce costly errors, accelerate invoice processing, and free up teams to focus on more important tasks. These tasks include negotiating long-term contracts with key suppliers, optimizing inventory management through better visibility into payment cycles, and refining production cost analysis to drive efficiency.

However, implementing automation isn’t just about flipping a switch—it’s about helping your AP and procurement teams adapt to new workflows that integrate with manufacturing ERP systems and maintain the flow of production. Without a solid change management plan, even the most advanced automation tools may face resistance from both the back office and plant operations teams.

In this blog, we’ll explore key strategies for managing change, ensuring that your AP automation project not only succeeds but thrives.

Why Change Management Matters in Manufacturing 

Change is constant in the manufacturing industry, with new equipment, evolving regulations, and shifting market demands being part of the daily grind. However, AP automation brings changes that directly affect how your back-office teams work. Implementing automation goes beyond adopting new technology. It requires adjusting long-standing habits, retraining staff, and rethinking established workflows.

Manufacturing teams, especially in AP, are accustomed to handling mountains of paperwork as they manage invoices, chase approvals, and input data manually daily. Transitioning these processes to automation means changing how employees handle their daily tasks, which can cause many to hesitate or be skeptical.

This is where effective change management comes into play. It helps your team embrace new systems without disrupting day-to-day operations. With the right strategy, you can avoid common pitfalls like employee resistance or operational slowdowns.

Best Practices for Change Management in AP Automation

Implementing AP automation in manufacturing requires more than just upgrading technology; it calls for a thoughtful approach to change management. Let’s explore some best practices to help you navigate this journey, ensuring a seamless transition and making the most of your automation efforts:

1. Start with a Well-Defined Strategy
   
   Ground your strategy in the specific challenges manufacturing companies encounter in their AP processes. Whether it’s managing a high volume of vendor invoices, dealing with complex purchase orders, or coordinating across multiple facilities, your plan should address these realities.
   
   For instance, if your company handles thousands of invoices monthly, your change management plan should highlight how automation will streamline approvals and minimize manual errors. Engaging key stakeholders from different departments—procurement, supply chain, and finance—ensures your strategy aligns with your company’s operational goals.
2. Tailor Communication to Manufacturing Teams
   
   Manufacturing teams are split across various roles, from plant managers to accounting staff at corporate headquarters. A blanket communication strategy won’t work. Tailor your messaging to suit different audiences. Plant managers may care more about how automation will reduce approval bottlenecks, while finance teams might focus on how it will reduce errors and speed up month-end close.
   
   Transparency is key. Employees need to know why AP automation is happening and how it fits into the bigger picture for the business. Is it to handle increased production without adding more overhead? Is it about reducing errors that slow down vendor payments? By tying automation back to the overall efficiency of the organization, you’ll create a narrative that connects with everyone—from the shop floor to the accounting department.
3. Involve Stakeholders from the Start
   
   The manufacturing environment is complex, with multiple stakeholders invested in every change—from supply chain managers to procurement teams. Involving these stakeholders early in your AP automation journey is crucial. Their insights can help identify potential challenges, such as impacts on vendor relationships or integrating the new system with existing manufacturing ERP systems.
   
   By involving stakeholders early, you address concerns upfront and gain supporters who can help drive adoption. For example, when procurement teams understand how automation will speed up vendor payment, they’ll be more likely to be on board with the changes.
4. Provide Training and Support That Reflects Manufacturing Workflows
   
   Hands-on, role-specific training is essential in manufacturing, where teams are accustomed to precise and process-driven work. Take your accounting team—they’ll need deep-dive sessions on invoice matching and reporting features, while plant managers may only need training on approving invoices remotely from mobile devices.
   
   Training should not only focus on how to use the system but also on why these changes matter for the company. When employees understand how automation fits into broader business goals, they’re more likely to embrace it.
5. Implement Feedback Loops and Track Performance
   
   Continuous improvement is a core principle in manufacturing, and this mindset should extend to your AP automation project. Establish feedback tools so employees can voice concerns or share insights as they adapt to the new system. This could involve periodic check-ins or anonymous surveys to gauge the transition’s progress.
   
   At the same time, track key performance indicators such as invoices processed per day, error rates, and processing times. If feedback reveals that certain teams need more training or if a process isn’t working as expected, be ready to adjust. Being flexible is key to ensuring long-term success.

DocuPhase – Built for Manufacturing AP Automation 

Staying competitive means constantly improving efficiency, and AP automation plays a key role. However, real success depends on how well you manage the transition. With a strong change management strategy, AP automation can fit seamlessly into your workflow, boosting productivity across the board.

At DocuPhase, our platform is built to address the unique challenges of AP in the manufacturing sector. From automating complex invoice approvals to integrating with existing ERP systems, DocuPhase helps you manage payables efficiently while allowing your team to focus on more value-added tasks. Our system is scalable, so it grows with your business—whether you’re adding new facilities or ramping up production.

Our real-time reporting and customizable workflows let you track progress and adjust on the fly, ensuring you’re always optimizing. Don’t let outdated processes hold you back. Automate and thrive with DocuPhase—your partner in transforming AP for the modern manufacturing world. Schedule a consultation with one of our automation experts today!