AI Versus AP Clerk - Which Is Better?

In today’s rapidly evolving business environment, automation and artificial intelligence (AI) are transforming how financial operations are managed. Nowhere is this shift more evident than in accounts payable (AP), where AI is streamlining tasks that were once time-consuming and highly manual. From scanning invoices to flagging potential fraud, AI offers speed, consistency, and accuracy at a scale humans can’t match.

But while AI is a powerful tool, it’s not a replacement for the skilled professionals who manage AP processes. AP clerks bring a depth of context, judgment, and interpersonal ability that machines simply can’t replicate. They’re the ones who catch the edge cases, navigate exceptions, and maintain the human relationships that keep a business running smoothly.

This article explores what AI excels at in the AP space—and where human expertise remains essential. Rather than a competition, it’s a partnership, where technology and people work together to create a smarter, more efficient AP function.

What AI Can Do Better in Accounts Payable?

AI is highly effective at handling routine, high-volume tasks in the AP process. Here's what it does best:

• Automated Data Entry Uses optical character recognition (OCR) and machine learning to extract invoice data accurately and quickly.

• Invoice Matching Matches invoices to purchase orders and receipts automatically, reducing the need for manual verification.

• Approval Routing Routes invoices through pre-set approval workflows, minimizing delays and human intervention.

• Error and Duplicate Detection Flags discrepancies, duplicate payments, and formatting issues with a high degree of accuracy.

• Fraud Prevention Monitors transactions in real time and detects unusual patterns that may indicate fraud.

• Compliance Monitoring Ensures transactions align with company policies and regulatory requirements.

• 24/7 Processing Operates continuously without breaks, enabling faster turnaround and consistent performance.

AI handles the transactional side of AP with speed, precision, and scalability—freeing up human staff for more strategic and exception-based work.

Hemungway Solutions AI Invoice Capture can over 2,880 invoices in a day versus an typical clerk who can process 50.

What AP Clerks Can Do Best?

While AI handles high-volume tasks efficiently, AP clerks bring human insight, judgment, and adaptability to the table—especially in areas that require context, communication, and problem-solving.

A. Judgment & Exception Handling

• Investigate and resolve discrepancies in invoices or payments that fall outside of standard processes.

• Make judgment calls when policies aren’t clearly defined or when exceptions must be made.

B. Vendor Relationship Management

• Communicate directly with vendors to clarify invoice issues, payment terms, or delivery discrepancies.

• Resolve disputes diplomatically and maintain strong, trust-based supplier relationships.

C. Process Improvement

• Identify bottlenecks and inefficiencies in current workflows that automated systems may overlook.

• Recommend practical, experience-based improvements to enhance accuracy and turnaround times.

D. Contextual Understanding

• Apply business knowledge to understand the nuances of different projects, departments, or seasonal trends.

• Recognize when exceptions are valid due to timing, urgency, or strategic goals.

E. Compliance with Company Culture & Policy

• Interpret internal policies with flexibility and understanding of organizational values.

• Ensure actions align not just with rules, but with the company’s culture and broader financial goals.

AI + Human: A Collaborative Model

Rather than replacing AP clerks, AI is redefining their roles—allowing people and machines to complement each other for a more efficient and strategic AP process. Here's how this collaboration works best:

• Human Oversight of AI Systems AP clerks monitor AI output, validate flagged exceptions, and step in when machine logic falls short.

• Focus on High-Value Tasks With routine tasks automated, clerks can concentrate on vendor relations, process improvement, and strategic analysis.

• Training and Fine-Tuning AI Clerks play a key role in training AI tools by reviewing outcomes and providing feedback to improve system accuracy over time.

• Handling Exceptions AI handles the predictable—humans handle the unpredictable. Clerks resolve complex, one-off cases that fall outside of automation rules.

• Continuous Process Enhancement Together, AI and AP professionals can identify patterns, improve workflows, and adapt to evolving business needs more effectively.

This partnership between people and AI creates a smarter, faster, and more resilient AP function—one that’s not only about saving time and money, but about adding strategic value.

Conclusion - Don't Ignore AI

As AI continues to evolve, its role in accounts payable is becoming increasingly impactful—handling tasks with unmatched speed, accuracy, and consistency. But while automation excels at processing data and enforcing rules, it lacks the human judgment, flexibility, and relationship-building skills that AP clerks provide every day.

The future of accounts payable isn't about choosing between AI and people—it's about leveraging the strengths of both. When AI handles the routine, AP clerks are freed to focus on what they do best: resolving exceptions, improving processes, and building the human connections that keep business moving.

By embracing this collaboration, organizations can build smarter, more adaptive AP teams—ones that are not only efficient, but also deeply aligned with the company’s goals and values.

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