AP Automation Request for Proposal: Top 17 Features and Questions for Vendors

Modern AP automation tools streamline invoice and payment processes through technology, helping finance teams work smarter. Drafting a comprehensive AP automation RFP (Request for Proposal) is a critical step for CFOs, controllers, procurement leaders, and AP managers seeking the right accounts payable solution. 

A well-crafted RFP ensures you cover all essential requirements — from technical integrations to vendor support — so you can identify a platform that truly meets your organization’s needs. In this guide, we break down the top 17 must-have requirements to include in an AP automation RFP, backed by expert insights, examples, and best practices. By covering these bases, you’ll be equipped to evaluate vendors on a level playing field and ultimately select a partner that can streamline your AP process, reduce costs, and support your company’s growth.

Why a Strong AP Automation RFP Matters

Effective AP automation can slash invoice processing costs by 70–80% and boost efficiency dramatically. For instance, companies with highly automated AP departments spend just $2.07 per invoice versus $10 for those with little automation, and process nearly 4× more invoices per employee. These gains (about a 73% increase in efficiency and 81% cost reduction on average) are driving 44% of businesses to invest in AP automation. 

However, realizing these benefits hinges on choosing the right solution. A powerful RFP helps articulate your requirements so vendors can demonstrate how they’ll deliver such results. It also helps avoid costly missteps by vetting each provider’s capabilities in detail. In short, investing the time to build a thorough RFP will pay dividends by steering you to an AP automation platform that saves time, cuts costs, and mitigates risks in your payables process.

Below, we outline 17 must-have requirements to include in your AP automation RFP. Use these as guideposts when crafting RFP questions and scoring vendor responses. We’ll also highlight common pitfalls to avoid, provide a sample RFP template snippet, and share expert tips to ensure your RFP process is smooth and successful.

17 AP Automation Request for Proposal Questions and Requirements

When evaluating accounts payable automation solutions, be sure your RFP covers the following key areas. Each “must-have” represents a critical capability or vendor attribute that will determine the success of your AP automation initiative. Structuring your RFP around these requirements will help you gather apples-to-apples information from providers and make an informed decision.

1. Seamless ERP and Accounting Integration

Tight integration with your existing ERP or accounting system (e.g., SAP, Oracle, Microsoft Dynamics, NetSuite, QuickBooks) is arguably the most critical "must-have" for AP automation software. Your RFP should specify your financial system(s) and require vendors to detail their integration methods, such as pre-built connectors, APIs, file transfers, or middleware, to synchronize financial data like vendors, GL accounts, and payments, thus eliminating manual data transfers. 

Prioritize solutions with pre-built connectors or robust APIs to minimize IT effort and ensure timely, seamless data flow — whether real-time or batch — and inquire about supported ERP versions and relevant integration case studies. Involve your IT team early to confirm if the integration is one-way or two-way and whether it supports real-time syncing versus scheduled batches.

A well-integrated solution is foundational for efficiency and data integrity, ensuring your automated AP workflows feed directly into your system of record without re-keying, keeping your general ledger, vendor master, and payment statuses automatically updated with minimal manual intervention.

Ask: Do you offer hands-on assistance for the integration setup?

2. Scalability for Future Growth

Your AP automation platform must not only meet current needs but also scale effortlessly with your company's growth, so your RFP should explicitly address this. Inquire if the system can handle your present and anticipated future invoice volumes, asking about transaction or user limits and how performance is maintained with increased loads or additional subsidiaries. Flexible, cloud-based architectures often provide superior scalability, allowing easy addition of users or throughput without major upgrades. If international expansion is possible, ensure the software accommodates multi-entity or global operations. 

A solution built on modern technology, like cloud infrastructure and microservices, will better "future-proof" your investment. Also, investigate the vendor’s product roadmap and their ability to adapt to emerging needs, such as new e-invoicing formats or regulatory changes. Leading providers offer solutions that scale from SMB to enterprise levels, ensuring the platform can support your growth seamlessly and prevent a costly switch later. Avoid solutions that fit today but can't scale for tomorrow by asking vendors to detail how their system architecture and service model support significant growth in transaction volume and complexity.

Ask: Can your platform handle growth to X invoices per month or new business units without performance degradation or costly upgrades?

3. Intelligent Invoice Data Capture (OCR and AI)

A core feature of AP automation is capturing invoice data automatically, so your RFP should require robust OCR (Optical Character Recognition) or intelligent data capture capabilities. Instead of finance staff typing invoice details line by line, the system should ingest invoices in various formats (PDF, Word, image scans, EDI, etc.) and extract key information like supplier name, invoice number, amounts, dates, and line items with high accuracy.

Modern solutions use AI/ML to improve capture accuracy over time and even handle semi-structured or handwritten invoices that traditional OCR struggles with. In your RFP, ask vendors how their solution captures invoice data: Do they use built-in OCR? Do they leverage AI/ML for smarter recognition? What formats are supported, and what level of manual verification (if any) is needed?

Look for concrete metrics — best-in-class systems can achieve extraction error rates below 1% (with machine learning training) compared to nearly 39% error rates in manual entry. The goal is to eliminate as much manual data entry as possible from day one. To that end, consider including a sample question such as: 

Ask: Describe your invoice ingestion process. How do you capture data from various invoice formats, and how do you ensure accuracy? Provide any benchmarks on OCR accuracy or AI improvements over time.

4. Configurable Workflows and Approval Hierarchies

Your AP automation RFP must prioritize configurable workflow and approval hierarchy capabilities to ensure the solution can map your organization's specific business rules for invoice routing, such as approvals based on dollar thresholds, departments, or project codes. Inquire how the vendor's workflow engine supports multiple approval levels, logic for special cases, and out-of-office re-routing. 

A strong platform will enforce segregation of duties and dual approvals to mitigate fraud risk, for example, by preventing the same user from both creating and approving a payment or requiring multiple approvers for high-value invoices. Ensure approvers can authorize payments easily through methods like one-click email approvals or a mobile app to boost user adoption. 

Key features to verify include approval delegation, backup approvers, escalation rules for timely action, and support for various scenarios like PO-based versus non-PO invoice approvals. By thoroughly covering workflow flexibility, you'll find a solution that adapts to your unique processes, rather than imposing a rigid, one-size-fits-all system, ultimately speeding up processing, ensuring policy compliance, and strengthening financial controls with comprehensive audit logs.

Ask: Can you easily configure multi-step or conditional approvals without custom coding? Can approval rules be based on invoice fields (amount, vendor, GL code, location, etc.)?

5. Exception Handling and PO Matching

Your AP automation RFP must require robust exception handling and, if applicable, purchase order (PO) matching capabilities to prevent process bottlenecks. If your company uses POs, the system should automatically perform 2-way or 3-way matching (invoice to PO to receiving document) and offer configurable tolerance settings for minor price or quantity variances and partial receipts, flagging only true exceptions that need attention. 

Have vendors explain how their software detects and manages common exceptions—such as duplicate invoices, missing information, incorrect amounts, or quantity mismatches—and detail the workflow for resolution, including in-system collaboration, notifications, and dedicated exception queues or dashboards. Ideally, the system should provide analytics to identify root causes of recurring issues. Advanced solutions leverage AI to recognize anomalies and reduce false positives, flagging invoices outside normal patterns for review. Thoroughly covering matching and exception workflows in your RFP ensures the chosen platform can maintain a smooth AP process even when data isn't perfectly aligned.

Ask: How does your system detect and prevent duplicate invoices from being paid? What happens if an invoice exceeds the PO amount or the PO is missing?

6. Support for Multiple Payment Methods

Modern AP automation isn’t just about processing invoices; it should also streamline payments. Be sure to include requirements for multiple payment methods supported by the platform. Your company likely pays suppliers via ACH, paper checks, corporate or virtual credit cards, perhaps wire transfers, and maybe even emerging options like real-time payments or digital wallets. 

An ideal AP solution will accommodate all the payment types you need within one workflow. For example, once an invoice is approved, the system might allow you to initiate an ACH payment or schedule a wire directly through the platform. Some solutions can even handle payment execution on your behalf, consolidating ACH, check printing, and virtual card payments through their network, so you don’t have to manage each method separately.

You might have specific needs like issuing international wire transfers or using virtual card payments to earn rebates; if so, include those in your requirements. Leading platforms support ACH, check, virtual card, wire, and cross-border payments all within one system. This gives your payables team the flexibility to pay each vendor in their preferred manner while tracking everything centrally.

A comprehensive AP automation solution should streamline the entire payment process, from approval workflows to execution and reconciliation. When evaluating solutions, probe their ability to manage batch payment runs for invoices due on specific dates, allow for final approval of these batches, and automatically initiate payments. Also, consider whether the system offers payment scheduling features to optimize cash flow or capture early-payment discounts. Crucially, ensure the vendor supports various payment methods to automate the full AP cycle from invoice intake through to payment, avoiding manual steps at the end. Furthermore, explore capabilities like virtual cards, which can convert check payments into rebate-earning opportunities.

Ask: Which payment methods does your platform support natively? Can the system integrate with our bank or payment provider for any methods it doesn’t handle directly?

7. Global and Cross-Border Payment Capabilities

For organizations operating internationally or with overseas vendors, robust global payment capabilities are a critical requirement in an AP automation solution. This means the system must support cross-border payments, handle multi-currency processing, and ensure compliance with international regulations. In your RFP, inquire if the platform can initiate payments in foreign currencies (like wires or ACH) directly, and whether it offers built-in currency conversion or FX rate management, potentially through integration with a global payments provider. 

A best-in-class solution should make international AP as seamless as domestic, possibly by automating currency conversions and transparently showing the true cost of international payments, including exchange rates and fees. Crucially, verify the vendor's adherence to global compliance, including OFAC screenings, sanctions list checks, and data security standards like GDPR or local data residency laws. Platforms specializing in this area, such as Corpay’s global payments solution, often provide features like local currency bank accounts and automated compliance checks to prevent payment delays. The objective is to ensure that international expansion doesn't reintroduce manual work or create undue risk, allowing your AP process to scale globally without interruption.

Ask: How does your solution support multi-currency invoices and payments? Describe how international payments are processed and ensured compliant (e.g., handling exchange rates, VAT, sanctions screening).

8. Vendor/Supplier Portal and Self-Service

Here's a consolidated version of the text on vendor self-service portals:

To alleviate the significant drain on AP teams from supplier inquiries and onboarding, a vendor self-service portal is a highly recommended requirement for AP automation. Such portals empower vendors to perform common tasks independently, such as viewing invoice and payment statuses, submitting invoices electronically, updating their contact or banking information, and addressing discrepancies. This increased visibility and control for suppliers dramatically reduces emails and calls to your AP team. 

When evaluating solutions, inquire about the portal's specific functions, looking for features like invoice submission (or e-invoicing links), real-time payment status checks, the ability for vendors to edit their bank details or upload tax forms (e.g., W-9, W-8BEN), and communication tools for issue resolution. A robust portal improves vendor relationships by offering transparency and building trust. For instance, suppliers can see when they'll be paid without contacting AP, as the system provides a centralized record of all invoices and their progress.

Consider alternatives for vendors who may not adopt the portal, such as automated email notifications at key process steps. Also, assess if the portal can facilitate the collection of necessary documents during supplier onboarding (like insurance certificates or tax forms) and ensure robust security measures are in place so vendors only access their own data. Including vendor self-service capabilities in your requirements emphasizes efficiency for both your AP team and your entire supply chain. 

Ask: Does the solution include a vendor portal where suppliers can self-register, view their invoice and payment status, and maintain their own account data securely?

9. Real-Time Reporting and Analytics

Insight is one of the biggest advantages of automating AP, so your RFP should demand robust reporting and analytics features. CFOs and controllers will want to slice and dice AP data to understand cash flow, key performance metrics, and process bottlenecks. Some of the most useful reports include: invoice aging (to see outstanding liabilities), invoices pending approval (to identify bottlenecks), average processing cycle time, discount opportunities captured vs. missed, spend by supplier or category, and exceptions by reason. In your RFP, ask what standard reports are available out-of-the-box and whether the system offers customizable reporting or user-defined dashboards.

The best solutions provide real-time dashboards that show the live status of your AP process (e.g., invoices received vs. approved vs. paid) and allow drill-down into details. For example, you might want a dashboard widget for “Invoices pending approval > 7 days” or “Total value of invoices due this week.” Check if the vendor supports creating such KPI dashboards or if they offer pre-built ones covering common AP metrics. Also inquire about data export and integration.

If you have specific needs – say accrual reporting at month-end, or tracking 1099-eligible spend for tax filing – list those in the RFP to see how each vendor accommodates them. A strong AP automation platform should not be a “black box” but rather open up new insights into your payables process. In short, ensure that data-driven decision making is supported by the platform – the ability to easily monitor performance and spot trends in your AP data will help you continuously optimize the process and manage cash more effectively.

Ask: Can reports be exported to Excel or PDF? Can the system feed data to BI (business intelligence) tools or integrate with visualization platforms? Does the platform embed analytics modules or have connectors to popular BI systems?

10. User-Friendly Interface and Ease of Use

Ease of use is a critical criterion for AP automation RFPs, as even feature-rich systems will fail if they are clunky or difficult to navigate, leading to low adoption and undermining the initiative. The software must be intuitive for all stakeholders, from daily AP clerks to occasional executive approvers, featuring a clean, modern interface and logical workflows. In your RFP, ask vendors to describe their user experience, interface design (requesting screenshots or a demo), and the training/onboarding process. Look for indicators like a short learning curve, role-specific interfaces, and evidence of usability testing and customer feedback incorporation. 

It's also important to assess configurability versus complexity: can the system be tailored to your needs — like adding custom fields or adjusting approval screens — without requiring coding, and does this flexibility negatively impact usability? The ideal solution balances powerful functionality with simplicity. Consider including specific needs like multilingual support or accessibility features. Prioritizing ease of use will drive strong user adoption, shorten implementation time, and help achieve ROI faster, ensuring the platform "just works" for your team.

Ask: Is the solution web-based and accessible from anywhere (cloud/SaaS)? Is there a mobile app or at least a mobile-responsive site for on-the-go approvals? How much training is typically required for end-users?

11. Robust Data Security and Compliance

Here's a consolidated version of the text on security and compliance:

Security and compliance are non-negotiable when choosing an AP automation solution, so your RFP must explicitly address how vendors protect data and adhere to regulations. For data security, inquire about encryption standards (at rest and in transit), role-based access controls to limit user visibility, and data storage practices, including support for single sign-on (SSO) or multi-factor authentication (MFA). 

Also, demand specifics on compliance certifications and audits, such as HIPAA, NACHA, SOC 1/SOC 2, ISO 27001, PCI DSS (if handling card payments), and GDPR for international operations; don't settle for vague assurances like "bank-grade security" but instead request details and even copies of certifications or audit summaries.

Furthermore, include requirements for built-in regulatory compliance features. For instance, if the system facilitates payments, it should offer OFAC sanction screening (or integrate with a service that does) to prevent illegal transactions. Similarly, inquire how the platform supports tax compliance needs, such as collecting W-9s and issuing 1099s for U.S. vendors. Thoroughly covering these aspects — including encryption levels, data hosting locations (and potential geographic restrictions), and backup/disaster recovery plans — not only protects your company but also helps gauge vendor maturity. Vendors who prioritize security will provide clear, detailed answers, demonstrating their commitment to data protection and regulatory adherence.

Ask: Can you describe your platform’s security architecture and compliance posture, including certifications (SOC 2, ISO 27001, etc.) and any built-in compliance checks (e.g., sanctions screening, audit trails) that come with the solution?

12. AP Fraud Detection and Prevention Controls

Given that accounts payable is a prime target for fraud, your AP automation RFP must include dedicated questions about fraud prevention features. Automation can reduce risk by enforcing controls, so compare how vendors approach this. Key areas to probe include strong user access controls, separation of duties (e.g., preventing the same person from entering an invoice and approving its payment), and requirements for multi-level or dual approvals for high-value payments. 

Inquire about features like two-factor authentication for large transactions, integration with positive pay systems, and built-in validation when vendor bank account details are changed. AI-driven fraud detection, such as flagging suspicious banking updates before large payments or unusual invoice amounts, is a cutting-edge differentiator to explore.

Vendor and payment verification are also crucial. Ask if the solution performs vendor onboarding checks like tax ID validation or scans against sanction lists, and how it handles payment verification, such as using fraud-review teams or automated routines to catch duplicate or out-of-pattern payments. Comprehensive audit logs that record every critical action (e.g., edits to vendor banking info, approval overrides) with timestamps and user IDs are essential for forensic investigation. 

By listing fraud prevention as a requirement, you signal its importance and expect the software to actively protect your company’s funds. Some platforms, like Corpay’s, offer multi-layered screening by a fraud team and account verification services. Consider citing relevant statistics, like the ACFE's finding that organizations lose an estimated 5% of revenue to fraud annually, to underscore the need for robust AP fraud controls. Detailing these measures will help identify a solution that not only automates but also safeguards your AP processes.

Ask: What controls does your system have to prevent and detect AP fraud? Please provide examples of how your tool has caught or deterred fraud or errors for other clients.

13. Continuous Updates and Innovation (AI & More)

To ensure your AP automation solution remains cutting-edge, your RFP should address the vendor's product update cadence and innovation roadmap. Inquire how frequently the platform is updated (cloud-based solutions typically offer regular, often free, updates like monthly or quarterly) and whether enhancements are included in the subscription, as you want to avoid being stuck with outdated software or facing unexpected upgrade costs. 

Beyond update frequency, ask how the vendor incorporates emerging technologies like AI or machine learning for functions beyond basic OCR, such as predictive coding, anomaly detection for fraud, or natural language chatbot interfaces. Your RFP could ask: “How does your solution use AI/ML to improve over time? What innovative features have you added recently or plan to add, and how are these delivered to customers?” 

Innovation isn’t just about AI. Try to distinguish forward-thinking leaders from those merely keeping pace. Innovation also encompasses adapting to business process changes and new compliance requirements. By making continuous improvement a criterion, you emphasize a partnership focused on current needs and future value, ensuring your AP automation journey benefits from ongoing advancements in efficiency, analytics, and user experience, keeping you ahead of the curve.

Ask: Does it have a robust open API for custom integrations? Are there connectors to RPA (robotic process automation) platforms if you use bots for certain tasks? Can it support new data exchange standards, like emerging e-invoicing formats or compliance mandates that are appearing globally?

14. Implementation and Onboarding Support

Since even the best software can falter without proper implementation, your AP automation RFP must thoroughly explore each vendor’s onboarding process. Seek a partner offering a clear, guided plan from contract signing to a smooth go-live, and ask vendors to outline typical timelines, the resources they provide (like a dedicated implementation manager or team), and what they expect from your team. Inquire specifically about assistance with workflow configuration, integration setup, and data migration, such as importing vendor master files or open invoices. 

Look for vendors with a well-defined methodology, perhaps a standardized multi-week plan, who can accommodate your preferred rollout style (e.g., phased or big-bang) and include comprehensive training for AP staff and approvers — through live sessions, webinars, or even initial on-site support. It's also crucial to clarify the effort required from your IT and AP teams, as some solutions require more client-side configuration than others. A well-supported deployment accelerates your time-to-value. While not a software feature, a vendor's ability to deliver a smooth, guided onboarding experience with minimal headaches is a critical success factor, setting the foundation for realizing the full benefits of AP automation.

Ask: What internal resources (roles and estimated hours) will we need to commit for a successful implementation? Describe your implementation approach and timeline for a project of our size. What are the major milestones, and how do you minimize disruption to our business during cutover?

15. Ongoing Customer Support and Training

Post-implementation, the quality of ongoing support and training from your AP automation provider becomes paramount, making it a crucial RFP criterion. Inquire about customer support specifics: their hours (e.g., 24/7, especially if you operate globally, or standard business hours), available channels (phone, email, live chat), and response/resolution SLAs for critical issues. Clarify whether comprehensive support is included in the base subscription or if premium levels, like a dedicated account manager or faster responses, incur extra costs. 

For long-term user enablement, especially as new staff join or you expand system usage, ask about resources like online knowledge bases, tutorial videos, regular customer webinars, and potentially customer communities or user groups for peer advice. It's also vital to understand their process for handling issues and requests to ensure timely resolution if problems arise with critical functions like integrations or payments. Consider requesting client references who can specifically attest to the vendor's support responsiveness and effectiveness. Emphasizing ongoing support and training in your RFP signals that you seek a genuine partner committed to your continued success and system optimization, not just a software sale.

Ask: What training materials and ongoing educational resources do you provide? How do you support us if we experience staff turnover or need refresher training a year from now? How do we report a problem, and what is your escalation process? How do we request new features, and how are product updates communicated to customers?

16. Transparent Pricing and ROI Potential

Cost is a critical factor, so your AP automation RFP must demand a clear, transparent pricing breakdown from vendors. This should include all one-time fees (implementation, setup, training), recurring subscription costs to clarify if they’re license-based, per user, per invoice, or tiered by volume; and any additional charges for premium support, integration add-ons, or extra modules. 

To avoid surprises, ensure you understand each vendor's model by requesting concrete examples at your usage level and directly ask about potential hidden or variable fees for items like adding users, exceeding transaction limits, data storage, or early termination. Beyond raw pricing, focus on the total cost of ownership and potential ROI, asking vendors how their solution delivers value, especially through cost-saving features like virtual card rebates or captured early-payment discounts. 

Also, inquire about pricing scalability and flexibility to accommodate changes in your invoice volume or future needs. While vendors can provide ROI analyses based on your numbers — with many companies achieving payback in 6-12 months — internally project both hard and soft savings to identify the best long-term value and fit, not just the lowest initial cost.

Ask:  What ROI have clients typically seen with your solution, and in what timeframe? How does your pricing model enable cost savings (e.g., through rebates or discount capture) that offset the fees? Provide pricing for approximately 20,000 invoices per year with 50 users, including any implementation or setup fees.

17. Proven Track Record and Customer References

The vendor's experience and credibility are paramount, as implementing AP automation is a partnership. Your RFP should request customer references and case studies, particularly from clients in your industry or of similar size and complexity, to verify successful implementations. Ask vendors to provide contactable client references and relevant success metrics. Probe the company's overall stability and expertise by inquiring about their years in business, number of clients, key partnerships, and any industry recognition like Gartner/Forrester mentions or awards. 

The vendor's company profile section should cover their financial stability, security standards, support footprint, and it's fair to ask about any history of major data breaches or legal issues. Crucially, commit to following up on references if the vendor is shortlisted, as this provides real-world validation of their claims. This due diligence offers peace of mind, ensuring the chosen company is experienced, reliable, and trusted. 

For instance, a vendor can highlight its decades of payments expertise and large global client base as indicators of stability and a proven track record. Ultimately, vetting the company behind the product is as important as evaluating the product itself, ensuring you select a dependable long-term partner.

Ask: How long have you been providing AP automation solutions? How many active customers do you have? What is your customer retention rate year-over-year? Do you partner with or have certifications from our ERP vendor or other relevant technology partners?

Conclusion: Choosing the Right AP Automation Partner

Crafting a powerful AP automation RFP, incorporating essential requirements from seamless ERP integration and AI-driven data capture to global payments and robust support, is crucial for a successful accounts payable transformation. This thorough process helps distinguish genuine capabilities from sales pitches, ensuring you select a vendor that delivers. 

For example, Corpay’s full AP automation solution addresses these critical areas by providing out-of-the-box ERP connectors, a customizable payer portal for full visibility with reconciliation and payment tracking, strong vendor management portals, and a commitment to security evidenced by SOC 2 certification and built-in fraud and compliance checks. The ultimate goal is a long-term partnership to modernize your AP operations, empowering your finance team with better insights, stronger cash flow control, and efficient scalability. As you move to vendor demos and detailed evaluations, maintain diligence, ask tough questions, and seek proof for critical requirements. 

This upfront effort will lead to faster invoice cycles, lower processing costs, and improved supplier relations. If you're ready to elevate your AP process, exploring a comprehensive platform like Corpay’s — which unifies invoice processing, payments, and vendor management, leveraging strengths in integration, global payments, and spend management — can help you achieve best-in-class AP performance and turn your RFP into tangible business results.