A mid-sized distributor cut invoice errors by 80% and gained real-time cash flow visibility by automating accounts payable with Make (Integromat) and QuickBooks. Their finance team now spends more time on strategy, not data entry.

By connecting Make’s workflow automation with QuickBooks, this business eliminated manual invoice handling, streamlined approvals, and automated payments. The result: fewer mistakes, faster processing, and a finance team focused on growth.

The Challenge

Manual accounts payable (AP) processes slow down finance teams and cause costly errors. Invoices pile up in inboxes, approvals get delayed, and duplicate or missed payments hurt cash flow. According to the Institute of Finance & Management, 62% of companies cite manual invoice handling as their top AP pain point. This distributor’s finance team was spending 20+ hours a week on data entry and chasing approvals, leading to frequent mistakes and poor cash flow visibility.

The Solution

Flow Genius designed a workflow automation solution using Make (Integromat) to connect invoice emails, approval routing, and QuickBooks. Incoming invoices were automatically captured, routed for approval, and synced with QuickBooks for payment—no more manual entry. AI integration flagged duplicates and outliers, reducing fraud risk and improving accuracy.

Implementation Steps

1. Integrated email and document capture with Make to automatically collect incoming invoices and extract key data. 2. Built an approval workflow in Make that routed invoices to the right managers based on amount, vendor, or department. 3. Connected Make with QuickBooks to create draft bills and schedule payments once approvals were complete. 4. Added AI-powered duplicate detection and anomaly alerts to catch errors before payment. 5. Set up real-time dashboards for cash flow and outstanding payables, giving managers instant visibility.

Results

Invoice processing errors dropped by 80% within the first quarter. The finance team cut manual AP hours from 20 to 4 per week, saving over 64 hours per month. Approvals that once took days now happen in under an hour. Cash flow visibility improved dramatically, helping leadership make smarter spending decisions. According to a recent Ardent Partners report, automated AP systems can reduce processing costs by up to 81%—this business saw similar gains.

Key Takeaways + CTA

Automating accounts payable with Make and QuickBooks slashes errors, speeds up payments, and frees your team for strategic work. Real-time dashboards boost control and confidence. Ready to transform your AP process? Contact Flow Genius at https://flowgenius.ai to see how workflow automation and AI integration can help your business.

FAQ

How does Make (Integromat) connect with QuickBooks? Make uses pre-built connectors and custom workflows to sync invoice data, approvals, and payments directly with QuickBooks, eliminating manual entry.

Is this automation secure for handling financial data? Yes, Make and QuickBooks use encrypted connections and role-based access. Flow Genius adds extra controls for sensitive workflows.

What if my approval process is complex? Custom workflows in Make can handle multi-step, multi-person approvals, with logic based on amount, vendor, or department.

How fast can automation be implemented? Most AP automation projects are live within 2–4 weeks, depending on complexity and integration needs. Flow Genius guides you through every step.