How AP Automation Simplifies Post-Merger Finance Integration

Business acquisitions mark a pivotal time of transformation, particularly for organisations operations. While they offer growth and competitive advantage, they also introduce complex operational hurdles. Among these, post-merger finance integration is a primary challenge, bringing together financial systems, processes, and teams. Within this landscape, Accounts Payable (AP) becomes a focal point.

Accounts Payable teams often face a surge in invoice volumes, incompatible systems, and stricter compliance demands. Manual processes buckle under pressure. But there’s a solution: AP automation.

Post-Merger Integration Challenges in Finance

The acquisition of a new business invariably reshapes the operational landscape, and Accounts Payable teams often find themselves at the forefront of numerous challenges. Understanding these hurdles is crucial for businesses to proactively seek effective solutions. 

1. Spike in Invoice Volumes

One of the most immediate challenges during an acquisition is the sharp rise in invoice volume. As two organisations merge, the combined operations naturally generate a significantly higher number of invoices. This surge can quickly overwhelm Accounts Payable (AP) teams, especially those still reliant on manual processes, resulting in payment delays and a higher risk of processing errors. Research shows that many businesses acknowledge the need to strengthen their AP function to cope with this spike, as traditional systems often fail to keep pace.

2. System Integration Complexities in Finance

Merging organisations rarely share identical ERP or finance systems. Different platforms, data structures, and workflows create friction when trying to unify financial processes. This lack of standardisation can cause data silos, inefficiencies, and delays in processing payments. Harmonising financial data and ensuring compatibility between systems is a critical step in post-merger finance integration, yet it often proves one of the most complex and time-consuming.

3. Increased Risk of Non-Compliance

Compliance and audit requirements become more demanding during and after an acquisition. The acquiring company must ensure that the acquired entity’s AP processes align with both regulatory obligations and internal policies. UK businesses must adhere to VAT rules (HMRC VAT rates) and guidance from HMRC, while also navigating the complexities introduced by post-Brexit regulations. Cross-border transactions, evolving VAT rules, and scrutiny from regulatory bodies like the Financial Conduct Authority (FCA) all elevate the risk. A failure to identify legacy compliance issues within the acquired business can result in penalties or reputational damage.

4. Supplier Management Complexity

Following an acquisition, businesses typically manage a larger and more diverse supplier base. This can result in duplicate supplier records, mismatched data, and issues with invoice reconciliation. Maintaining accurate records while continuing to make timely payments requires a more robust and centralised system. Without effective tools in place, supplier relationships can suffer and day-to-day operations risk being disrupted.

5. Manual Processes No Longer Scalable

Manual invoice processing becomes increasingly unmanageable as business operations expand. Many AP teams still rely on labour-intensive data entry and paper-based approval chains, practices that simply don’t scale. As invoice volumes grow, these outdated processes result in slower approvals, delayed payments, and more frequent errors. This not only puts a strain on the finance team but also diverts resources from strategic initiatives, increasing operational costs at a time when efficiency is critical.

Built to Scale with Your Business

A key benefit of AP automation solutions like Kefron AP is their ability to scale effortlessly as your business grows. During acquisition integration, the volume of invoices and transactions can spike overnight. Cloud-based platforms offer the flexibility to manage this increase without the need to expand your finance team or invest in new infrastructure, crucial when you’re balancing costs and operational demands.

Making System Integration Less Painful

One of the biggest hurdles in post merger finance integration is bringing together two (or more) financial systems. Different platforms, formats, and approval processes can slow everything down. AI-powered line-item matching links invoices to purchase orders (POs) and goods receipts, even from different systems. By extracting and matching invoice data, even from multiple platforms, they simplify the data migration and reconciliation process across the newly merged organisation.

Raising Accuracy and Reducing Risk

Mistakes in financial data can lead to costly delays and compliance issues, especially when merging two finance operations. That’s why finance automation is so valuable. By automating key steps like data validation, these systems reduce human error and boost confidence in financial reporting. Many AP platforms also include built-in compliance checks, helping your business stay aligned with local and international regulations throughout the post acquisition integration process.

Speeding Up Value Realisation

The faster a company can harmonise its finance operations after a merger, the sooner it can start realising the benefits. Automated AP processes reduce bottlenecks by accelerating invoice approvals and payments. This keeps suppliers on side and ensures smoother operations during a sensitive transition period. It also frees up your team to focus on strategic priorities rather than chasing down paper trails.

Improving Cost Control During Integration

Cost efficiency is always a concern during a merger. By cutting back on manual processing, reducing invoice errors, and streamlining workflows, AP automation delivers significant savings. This allows your finance function to do more with less—redirecting resources to where they’re needed most and ensuring a more sustainable financial model for the merged entity.

Kefron AP: Designed for Post Merger Finance Integration

Kefron AP is built to tackle the challenges finance teams face during and after an acquisition. With intelligent features, it simplifies acquisition integration and accelerates results.

• AI Data Capture –  Quickly extracts invoice data with high accuracy, handling diverse formats and high volumes, perfect for post-merger spikes.
• Line Item Matching – Matches invoices to POs and receipts using AI, speeding up approvals and reducing payment delays.
• Multi-Entity Support – Manage AP across different legal entities with one platform, ideal for growing businesses post-acquisition.
• ERP Integration – Connects seamlessly with leading systems like Sage, SAP, Oracle, Microsoft Dynamics 365 and NetSuite for unified finance operations.
• Real-Time Reporting – Dashboards provide visibility across all AP activity, critical during post merger finance integration.
• Compliance Automation – Built-in checks ensure alignment with tax laws and internal policies, reducing risk.
• Supplier Portal – Self-service portals enables vendors self-serve for payments and invoice submissions, lightening your team’s load.
• Custom Workflows – Flexible approval routes adapt to the structure of both the parent and acquired business.
• Central Document Storage – All invoice data is stored securely in the cloud, easily accessible for audits or finance reviews.

Case Studies: Automation in Action

• Dentex: With over 25 acquisitions per year, Dentex needed a scalable solution to manage a constant influx of supplier invoices across various practice management systems. By implementing Kefron AP, they automated invoice capture and approval, maintaining efficiency despite rapid expansion.
• Certas Energy: As one of the UK’s largest distributors of fuel and lubricants, Certas Energy acquires 2–3 businesses annually. Their strategy hinges on growth without increasing headcount. By leveraging Kefron AP’s automation capabilities, they absorbed increased invoice volumes post-acquisition without expanding the finance team.
• Gold Care Homes: Operating over 20 care facilities, Gold Care Homes integrated Kefron AP with their Sage 50 system. The result was a marked reduction in invoice processing times, fewer supplier queries, and enhanced oversight of cash flow and compliance during ongoing acquisitions.

Choosing the Right AP Automation Solution for Acquisition

Conclusion: Simplifying Post-Merger Finance Integration

Post-merger finance integration doesn’t have to overwhelm your finance function. By adopting intelligent AP automation, UK businesses can overcome the barriers of system integration, supplier management, and compliance. More importantly, they can unlock the real value of the merger, through speed, accuracy, and cost savings.

For any organisation navigating post M&A integration, acquisition integration, or preparing for future growth, AP automation is a strategic investment, not just a finance tool.

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Author: James Kearns 

With a background in Management Consultancy, James takes a process driven approach to understand his client’s requirements with a view to maximising automation, to give as much time back as possible to busy finance departments. James has been involved in over 100 Kefron Accounts Payable automation projects and regularly shares industry expertise and advice on successful software implementations online –  from building business cases to stakeholder management and everything in between.