PakEnergy Blog | Oil & Gas Solutions

AP Workflows Built for Oil & Gas

Written by PakEnergy Team | Aug 8, 2025 10:08:21 PM

Accounts payable (AP) workflows in the oil and gas industry are becoming more complex as companies merge manual and digital financial processes. Failing to maintain AP best practices can be costly for operators, compromising strategic decisions, stakeholder relationships, and profitability. 

Automation is key for many AP teams, enabling them to seamlessly integrate workflows with modern tools and technologies, including oil and gas accounting software. 

AP Workflow Challenges

Numerous factors can obstruct AP workflows, starting with labor-intensive and mistake-prone manual processes. Additional challenges include data silos, inaccurate data, approval bottlenecks, poor visibility, lack of scalability, compliance and regulatory issues, and difficulty tracking joint interest billing (JIB). Managing other financial tasks simultaneously can further complicate matters, frustrating even the most seasoned energy accountants.  

Why Automate AP Processes?

Automating manual AP processes, such as data entry, invoice matching, and approval routing, saves time and money. In addition to enhancing efficiency, automation improves accuracy, clarity, and cash flow. Timely, reliable, and transparent record-keeping also helps build stronger vendor relationships and ironclad audit trails, key advantages in the highly competitive and heavily regulated oil and gas sector.

Automating AP Workflows with Energy Accounting Software

Do Research 

Compare software based on your AP requirements. Will the platform integrate with your existing systems and processes, enabling you to view financial records in real-time? Can vendors submit invoices electronically, track payment status, and communicate directly with your AP team? Additional factors to consider include cost, customer support, scalability, and security. 

Integrate Your Systems 

Next, establish a seamless flow of clean data between your AP automation system and your existing ERP or accounting software. Configure role-based workflows with clearly defined routing rules, approvals, and exception handling procedures to minimize confusion. 
 
Enforce Separation of Duties 

Configuring your workflows alongside user-level security settings can help maintain a strong separation of duties within your AP process. This setup ensures the person entering an invoice isn't the same one approving or paying it. One user might enter the invoice, another approves and posts it to the general ledger, and a third handles payment, either by printing a check or initiating an ACH transfer. This layered structure adds an extra set of eyes at each stage, helping to deter fraud and strengthen internal controls. 
 
Testing and Training 

Do a trial run with a few users to identify potential issues or areas for improvement. Train your AP team and authorized stakeholders on how to use the new system. Update your team on the implementation process, including any recent changes to workflows and procedures 

Monitor and Adjust 

Routinely review your AP automation processes and adjust as needed to optimize efficiency and accuracy. Monitor KPIs, such as invoice processing time and cost per invoice, to ensure the system is performing optimally. Stay up-to-date on emerging technologies and best practices in AP automation to identify opportunities for improving your operations. 

Maintain Best Practices in AP Automation with Us

At PakEnergy, we recognize the challenges associated with automating AP workflows. With bank-grade security controls, our robust, cloud-based oil & gas accounting platform seamlessly integrates financial processes and workflows, delivering precise, real-time data insights that enable your AP team to work smarter and faster. 

Ready to discover how PakEnergy Accounting can transform your energy business? Book a free demo today and take the first step towards achieving seamless AP workflow automation.

Watch this webinar and learn how modern AP automation and role-based controls can transform your financial operations ยป