Best ERP Automation Solutions: Comparing Built-In ERP vs Add-On AP Tools

Let’s get one thing straight: ERP systems weren’t designed to deliver full ERP automation of your AP process from end to end. They were built to record transactions, not eliminate the manual work around them.

That’s why so many finance teams using NetSuite automation, Dynamics 365 Business Central automation, SAP automation, or Oracle automation still spend their days entering data by hand, chasing down approvals over email, or resolving discrepancies manually in Excel.

ERP-native AP modules are often rigid, limited in automation depth, and hard to tailor without scripting or IT involvement. They may offer surface-level features such as invoice upload, basic PO matching, or email-based approvals, but they rarely eliminate the work that slows down finance teams and hinders effective accounts payable automation.

In practice, this means:

• Invoices still arrive in various formats and need to be keyed in or manually cleaned up.

• Approval workflows don’t match your org chart and require workarounds.

• There’s no real-time visibility into what’s pending, approved, overdue, or missing.

• Supplier queries pile up because no one can find the invoice status quickly.

And so the spreadsheet creep begins. Teams build shadow workflows outside the ERP just to keep things moving. The system you were told would streamline everything becomes the system you constantly have to work around—falling short of delivering true ERP automation.

What Best-in-Class AP Automation Actually Looks Like

This is where purpose-built tools like Kefron AP come in.

Unlike ERP-native modules, Kefron AP is designed specifically for high-volume, complex AP environments. It doesn’t try to be everything to everyone; it focuses on automating AP completely, accurately, and flexibly, delivering true ERP automation.

Kefron combines AI-powered invoice capture with human-in-the-loop validation, meaning your data is accurate from day one. No templates, no maintenance, and no broken OCR rules.

It integrates directly with your ERP, whether you’re using NetSuite automation, Microsoft Dynamics 365 Business Central automation, Oracle automation, SAP automation, or Sage automation, so your finance stack stays intact. However, the difference is night and day: invoices flow in, are coded and matched automatically, and routed through approvals based on logic you control.

Instead of manually chasing approvers, Kefron nudges them automatically. Instead of guessing where an invoice is stuck, you can see exactly who it’s waiting on and why. And instead of spending hours fixing mismatches, exceptions are flagged and resolved in-platform—supporting seamless accounts payable automation at scale.

It’s invoice automation that works with your ERP, not in spite of it.

What You Gain with Kefron AP:

• AI-powered invoice capture + human validation for 99% accuracy — boosting invoice automation and ERP automation performance

• 80–90% touchless processing from day one, enabling true accounts payable automation

• Intelligent, flexible approval routing based on your real org structure — built for complex ERP environments like NetSuite, Oracle, and SAP

• Full ERP integration with no disruption to existing workflows — compatible with any ERP system

• A clear, real-time view of invoice status, approvals, and bottlenecks — eliminating blind spots in traditional ERP automation

• Built-in audit trails, fraud prevention, and duplicate detection — critical for compliance in Oracle automation and SAP automation environments

• Custom onboarding, implementation and ongoing support — tailored for seamless integration with any ERP automation strategy

ERP Automation Breakdown: How the Big Names Stack Up in AP

Let’s take a closer look at how common ERP systems handle AP automation and where users tend to hit the wall revealing the limitations of built-in ERP automation versus more advanced ERP automation tools.

NetSuite

NetSuite is a popular cloud ERP solution for mid-market and fast-growing businesses, recognized for its robust integration across finance, procurement, and reporting. For AP teams, it offers basic invoice entry, PO matching, and approval routing through modules like SuiteApprovals and add-ons like FastFour.

But as invoice volume and complexity grow, NetSuite automation capabilities often fall short in delivering scalable ERP automation. Most automation features are limited, workflows require scripting to customize, and there’s no built-in way to track exceptions or streamline approvals. Many finance teams end up relying on spreadsheets, email threads, or bolt-on tools to fill the gaps in accounts payable automation.

Pros:

• Unified platform for finance, purchasing, and reporting

• Cloud-based and built for multi-entity, multi-currency environments

• Native support for procurement approvals and GL posting

• Optional OCR tools like FastFour add basic invoice capture

Cons:

• No out-of-the-box OCR or AI for invoice reading — reducing automation value

• Limited invoice capture, especially at the line-item and tax-field level

• Approval flows require scripting to support complex logic

• Duplicate vendor risk in multi-entity environments

• Supplier communications happen outside the system, with no audit trail — weakening ERP automation visibility

Microsoft Dynamics 365 Business Central

Dynamics 365 Business Central offers a solid financial foundation for mid-sized businesses, especially those already using Microsoft tools. It’s well-integrated with the broader Microsoft ecosystem — Excel, Outlook, and Teams — which makes adoption and day-to-day use easier for many teams.

However, its Dynamics 365 Business Central automation capabilities remain basic out of the box. Most invoice entry, matching, and approvals still happen manually or over email. To achieve meaningful ERP automation, such as smart data capture, touchless processing, or exception handling, teams typically require third-party tools or custom workflows via Power Automate.

Pros:

• Trusted financial and reporting core for mid-sized businesses

• Seamless integrations with Microsoft apps (Excel, Outlook, Teams)

• Faster deployment for Microsoft-first organizations

• Customization possible via Power Platform and partner solutions

Cons:

• No native OCR or intelligent invoice capture; third-party tools required

• Discrepancy handling is manual, often via email outside the system

• No centralized AP dashboard or workflow visibility out of the box — restricting real-time invoice automation insight

• Lacks a built-in invoice archive or a searchable audit trail — a drawback for audit readiness

Oracle Fusion Cloud

Oracle Fusion Cloud is a robust, enterprise-level ERP designed for large organizations with complex compliance, reporting, and governance requirements. It supports multi-entity, multi-currency operations, and includes extensive controls for financial approvals, security, and data access—making it a powerful foundation for enterprise-level Oracle automation.

However, while Oracle excels in scale and auditability, its out-of-the-box accounts payable automation and ERP automation features are limited. Implementation is complex, often requiring the services of external consultants and lengthy timelines. Even minor workflow changes typically need IT involvement. For AP teams, the system’s complexity can create friction when trying to scale or adapt quickly to operational needs—posing challenges for efficient Oracle automation.

Pros:

• Built-in support for global compliance and e-invoicing regulations

• Ideal for multi-entity, enterprise finance environments

• Advanced permissions, audit logs, and control frameworks for financial governance

Cons:

• Deployments are complex and IT-led, often requiring external consultants — a barrier to agile automation

• No native automation for invoice capture, approval workflows, or exceptions

• Day-to-day AP processes (tracking, matching, escalations) can be hard to navigate

• Workflow changes and AP logic updates typically need IT configuration — limiting flexibility in Oracle automation environments

• Too complex and costly for lean mid-market finance teams seeking scalable AP automation

SAP (S/4HANA) 

SAP S/4HANA is one of the most comprehensive ERP platforms on the market, built to support complex financial operations, multi-entity structures, and global compliance. It offers deep functionality for enterprises that need granular control over finance, supply chain, and procurement, making it a cornerstone of SAP automation strategies in large organisations.

However, when it comes to SAP automation, it often requires substantial customization or the use of third-party tools. The native interface can be difficult for AP teams to navigate, approval workflows lack flexibility, and adapting the system to real-world invoice processes typically falls to IT. As a result, many SAP users bolt on specialised AP platforms to streamline invoice capture, approvals, and exception handling—filling the gaps in SAP automation for AP.

Pros:

• Enterprise-grade ERP designed for high-volume, global financial operations

• Built-in compliance, audit controls, and multi-entity financial reporting

• Highly customisable architecture for large, complex finance environments

• Trusted by global enterprises with complex regulatory and operational needs

Cons:

• Implementation and upgrade cycles are long and resource-intensive — often delaying progress on ERP automation initiatives

• Complex UI makes AP workflows slow and unintuitive for day-to-day users

• Approval chains can become overly complex and hard to maintain — limiting invoice automation efficiency

• Manual intervention remains high without external tools — undercutting the goals of full SAP automation

Sage 

Sage is a trusted choice for small to mid-sized businesses looking for straightforward accounting, reporting, and payroll capabilities. It’s often praised for its simplicity, familiar interface, and relatively low barrier to entry. For finance teams with basic needs and limited IT resources, Sage automation offers a practical solution to get core functions up and running quickly.

However, its Sage automation capabilities remain limited. Invoices must be uploaded and processed manually, approval workflows are basic, and there’s no intelligent data capture or real-time invoice tracking. As companies grow or manage more complex AP environments, many turn to third-party tools like Kefron to fill in the ERP automation gaps and reduce reliance on spreadsheets.

Pros:

• Well-suited for small to mid-size businesses with simple AP needs

• Familiar interface and workflows, widely used across industries

• Quick to implement and manage without a dedicated IT staff

• Affordable pricing compared to enterprise ERP systems

Cons:

• AP processes rely heavily on manual input, making it difficult to scale with invoice volume — hindering Sage automation efficiency

• Approval workflows lack flexibility for handling conditional routing or exceptions — limiting effective invoice automation

• Limited scalability for multi-entity or department-based AP processes

• Visibility into invoice status and bottlenecks often requires external tools or Excel

• Audit readiness depends on manual document storage and retrieval — a challenge for organisations seeking robust AP automation

When It’s Time to Upgrade Your AP Stack for Automation

If your team is drowning in invoices, approval delays, or manual exceptions — it’s probably time to consider scalable ERP automation and modern accounts payable automation.

Here are clear signs it’s worth adding a tool like Kefron AP to your ERP:

• You’re processing hundreds or thousands of invoices each month and your current ERP automation can’t keep up

• Your team spends time manually entering data, fixing errors, and chasing people, a sign that invoice automation is missing

• You rely on Excel or email to track invoice status, bypassing the benefits of integrated ERP automation

• You’ve had issues with late payments, duplicate invoices, or missing documentation

• You want real automation, but don’t want to rip out your ERP or hire more people, making Kefron’s AP automation an ideal add-on

The good news? You don’t have to. Kefron is designed to work with your ERP — whether that’s NetSuite, Oracle, SAP, Sage, or Dynamics 365 Business Central — not replace it. You keep your general ledger and reporting where they are, while unlocking real ERP automation and streamlined accounts payable automation on top.

Don’t Let “Good Enough” Slow You Down – Choose True ERP Automation

Most ERPs weren’t built to automate AP. And that’s okay, if you don’t need automation.

But if you’re serious about scale, efficiency, compliance, and freeing your team from busywork, you need something stronger—something that delivers real, scalable ERP automation and accounts payable automation.

Kefron AP gives you:

• Touchless processing for up to 90% of invoices — enabling powerful invoice automation

• 99%+ data accuracy out of the box — essential for effective ERP automation

• Custom approval routing that mirrors your business — solving limitations in built-in AP automation

• Seamless integration with your existing ERP — whether it’s NetSuite, Oracle, SAP, Sage, or Dynamics 365 Business Central

• Complete visibility, faster audits, and fewer late payments — all made possible by real-time ERP automation

If your ERP’s AP module is creating more work than it solves, it’s not really automation. It’s just admin dressed as software—and it’s time to upgrade to intelligent ERP automation that truly supports your team.

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Author: James Smith 

James is responsible for delivering Kefron’s flagship software service Kefron AP. He is heavily involved in automating accounts payable finance projects to increase productivity and reduce costs. With 21 years of experience in scoping complex system solutions, James has seen ‘the good, the bad, and the ugly’ of change management and technology projects.