Accounts Payable (AP) teams are under pressure to handle ever-growing invoice volumes while maintaining speed, accuracy, and compliance. Manual data entry and fragmented approval workflows slow processes and create opportunities for error. To overcome these, organizations are increasingly turning to touchless supplier invoice processing, an approach that allows invoices to flow automatically from receipt to posting without human intervention.
When designed strategically, touchless processing transforms AP operations from a manual, reactive process into an intelligent, automated system that drives efficiency and control. For large enterprises, this transformation is powered by OpenText Vendor Invoice Management (VIM), a solution built to work natively within SAP and deliver automation at enterprise scale.
Touchless Processes & Automation
Touchless invoice processing begins with a clear goal: eliminate repetitive manual work, reduce exceptions, and speed up approvals without sacrificing compliance. But before automation can deliver meaningful results, it requires a strong foundation. It starts by standardizing AP processes across all business units and regions. That means defining consistent invoice types, approval hierarchies, tolerance levels, and exception-handling rules, as well as cleansing vendor master data to remove inconsistencies.
“We believe that process alignment and optimization should be the first step for all organizations looking to modernize their AP processes,”
explained Feroze Arif, Sr. Director of Presales at Auritas, with decades of experience with AP optimization. This early harmonization ensures that automation rules and ML logic operate effectively, without being hindered by variations in data or process.
Once the foundation is in place, OpenText VIM is integrated directly with SAP, whether S/4HANA or ECC, and connected to core financial modules such as FI and MM. The solution interfaces seamlessly with channels like email, EDI, and supplier portals to capture invoices from any source. With the OpenText Invoice Capture Center (ICC) or similar OCR technology, invoice data is automatically extracted and verified against purchase orders, goods receipts, and vendor master records. If all validations pass, the invoice is automatically posted, completing the process without any manual touchpoints.
Exception Handling with OpenText VIM
Even with highly automated processes, some invoices will fail initial validation due to issues like missing purchase orders, mismatched quantities, incorrect pricing, or incomplete vendor information. In these cases, OpenText VIM’s exception handling comes into play. The system automatically identifies the specific issue and applies predefined rules to determine the next steps. Instead of requiring AP teams to manually review and forward invoices, it intelligently routes each exception to the right approver or department, reducing delays and preventing bottlenecks.
The system also learns and improves over time. By analyzing past exceptions, it identifies recurring patterns, such as frequent price variances or missing documentation from specific vendors. Using these insights, OpenText VIM can adjust rules, predict likely issues, and even pre-route certain invoices for faster resolution. This continuous learning loop increases the percentage of invoices processed automatically, reduces manual intervention, and drives measurable efficiency gains in cycle times, touchless processing rates, and operational costs.
Scalability & Visibility into the Process
As organizations grow, scalability becomes critical. We’ve seen hundreds of enterprises extend touchless processing across global operations by implementing centralized dashboards and supporting multiple languages, currencies, and tax rules. Integration with solutions such as SAP Ariba for end-to-end P2P and Vertex for tax compliance, companies align and automate financial processes end-to-end. Shared service centers (SSCs) benefit especially from this model, gaining unified visibility across subsidiaries while maintaining local compliance.
Visibility, in fact, is one of the most powerful benefits of OpenText Vendor Invoice Management (VIM). Through real-time analytics, AP leaders can track processing rates, exception volumes, cycle times, and bottlenecks. The result is not just faster processing but a smarter AP function capable of adapting to business needs and supporting strategic financial goals.
Ensuring Regulatory Compliance
Compliance remains a priority throughout this transformation. With built-in audit trails and integration with tools like Auritas Intelligent Accrual, OpenText VIM ensures that all documents, approvals, and actions are securely recorded and retained according to legal and corporate standards. Whether for internal audits or external regulators, organizations can demonstrate full traceability across the invoice lifecycle, a critical advantage in industries subject to strict reporting and control requirements.
The tool can also extend automation beyond standard invoice processing to deliver additional financial efficiencies. For example, prepaid amortization can be automated to recognize expenses across accounting periods, ensuring accuracy and compliance. Other extensions, such as vendor statement reconciliation and chatbots for invoice inquiries, further enhance visibility and control. These add-ons transform AP from a back-office function into a strategic contributor to financial agility.
Case Study: 85% Touchless Invoice Processing
A powerful real-world example of this transformation can be seen with The Toro Company, a global leader in outdoor solutions. Toro was managing a high volume of invoices across multiple business units, leading to manual bottlenecks, inconsistent cycle times, and limited visibility.
By partnering with Auritas for the implementation of OpenText VIM fully integrated with SAP, the team automated invoice capture, validation, and approval routing. Toro processed over 700 thousand invoices, while the touchless process increased from 0-20% to over 85% globally. The team also experienced improved relationships with suppliers.
The success of organizations like Toro highlights how AP automation, when guided by expertise and process discipline, can create lasting value. Implementing touchless supplier invoice processing at scale is not just about installing software; it’s about reimagining how AP operates. With OpenText VIM powered by Auritas, companies routinely achieve up to an 80% reduction in manual invoice entry, 50–70% faster cycle times, and substantial cost savings.
Reflecting on these successes, Mani Ramaswamy, Chief Technology Officer at Auritas, noted, “Our OpenText VIM customers have seen remarkable success, from cycle time and transaction cost reduction to improved relationships with suppliers and significant savings.”
By combining intelligent automation, seamless SAP integration, and deep financial process knowledge, Auritas helps enterprises build a smarter, scalable AP function that’s ready for the future. Touchless invoice processing is no longer an aspiration, it’s a proven path toward operational excellence and sustainable digital transformation.
Companies like Nvidia also experienced over 51% touchless automation with VIM when partnering by Auritas. Explore how.
