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Bill pay has always been the part of client work that feels more like admin than strategy. You’re chasing down invoices, entering data by hand, waiting on for approvals that get buried in email threads, and jumping between platforms to get a few payments out the door. It’s repetitive, it’s slow, and it definitely doesn’t scale. But that’s precisely what makes it such a big opportunity.
AI for accountants is no longer optional in finance. The AI in accounting market alone is expected to jump from $6.68 billion in 2025 to $37.6 billion by 2030, growing at over 41% annually. And across industries, 93% of US and UK organizations say AI and machine learning are now core priorities for how they operate and scale.
The old way of doing bill pay was built around manual tools and disconnected processes. But now, AI for accountants is changing how firms approach accounts payable (AP) automation and turning what used to be busywork into a scalable, high-margin service. With the right automation in place, you can eliminate approval bottlenecks, streamline payment solutions, and free up your time to focus on the work that actually drives value.
Where AI for accountants comes in
Bill pay doesn’t need to be a manual grind anymore, thanks to how AI is evolving inside accounting workflows. We’re no longer talking about futuristic tech that’s “coming soon.” AI for accountants is already here, and it’s solving the exact pain points for them and everyone else.
Let’s break down where AI actually makes a difference.
Invoice ingestion without the guesswork
Forget typing in line items or copying totals from PDFs. AI can read incoming invoices, extract key details like vendor name, amount, due date, and even GL codes, and auto-fill them into your bill pay system. It doesn’t just save time; it cuts down on typos, mismatched data, and back-and-forth questions from clients.
Intelligent approval workflows that keep things moving
One of the most significant time sinks in AP is chasing down client approvals. AI helps you build smarter routing rules, so bills go to the right person automatically based on vendor, amount, or department. That means no more tracking approvals in messy inbox threads. You can even trigger automatic reminders if someone hasn’t signed off in time.
Duplicate detection and fraud flags (that actually work)
recognition is great at spotting anomalies. Whether a vendor sends the same invoice twice or changes their bank details, AI will be able to flag it before the payment goes out. That kind of protection is critical when you’re managing AP for multiple clients, and it gives you confidence that you’re catching things a human might miss. A survey of 1,533 senior finance executives in the U.S. and U.K. reported that on average, finance teams faced 13 attempted and 9 successful invoice fraud incidents over 2023. In the U.S., each successful case costs around $133,000,adding up to nearly $1.2 million annually.
This is what makes AI more than just automation. It’s not just about speed, it’s about accuracy, protection, and control. You get to run leaner without sacrificing quality. And your clients get faster, cleaner bill pay without you needing to hire a bigger team.
Building a profitable AI-powered bill pay practice
Once the bill pay workflow is automated and AI is doing the heavy lifting, the next step is building a practice around it that actually makes money, not one that drains your time or your team’s attention. The good news is, with the right structure, bill pay can go from being a low-margin obligation to a high-margin, scalable service.
Start by packaging bill pay as a standalone managed service
The biggest mistake accountants make is treating bill pay like a back-office favor, something buried inside bookkeeping or advisory packages. Instead, pull it out and make it its own managed service. You can price it per invoice, charge a monthly flat fee, or create usage-based tiers depending on vendor volume or complexity.
For example:
- Flat monthly rate for up to 30 invoices
- Add-on per additional 10 invoices
- Premium tier for weekly approvals and reporting
This not only makes revenue more predictable; it helps clients understand the value they’re getting, not just the hours you’re spending.
Use the right tools
A profitable bill-pay practice needs tools that integrate seamlessly. That means AI for invoice ingestion, secure approval workflows, and a payment platform that syncs with your accounting software. If you’re still jumping between email, spreadsheets, and three logins to get one payment out, that’s not scalable.
Forwardly, for example, combines automation, audit trails, and smart approval workflows, all with real-time visibility for you and your client. That’s the kind of infrastructure that lets you manage dozens of AP clients without hiring more people.
Protect your margins as you scale
The key to profitability isn’t just automation; it’s not having to increase headcount every time you add a client. With AI handling repetitive work, you can service more clients with the same team. That reduces your costs per client and protects your margin even as your client base grows.
You’re not billing your time. You’re billing for a clean, secure, and dependable outcome, and that’s precisely what business owners are willing to pay for.
Common mistakes to avoid when adopting AI in your practice
AI can absolutely transform how you run bill pay, but like any new system, it’s not plug-and-play. If you don’t set it up thoughtfully, you risk creating new problems while trying to solve old ones. Here are the most common mistakes firms make when bringing AI into their AP services and how to avoid them.
Relying too heavily on AI without human oversight
AI can handle a lot data extraction, pattern recognition, automated routing but it’s not foolproof. If you trust the machine blindly, you might miss errors, duplicates, or context-specific approvals that still require judgment. Always keep a review loop in place, especially for high-value payments or new vendors. The most effective practices blend AI efficiency with human context.
Skipping the client education
Your internal system might be smart, but if clients don’t understand how it works or what’s expected of them, approvals get delayed, duplicate invoices pop up, and trust erodes. Take the time to onboard your clients properly. Show them the new workflow, explain how approvals work, and let them know what they no longer need to worry about.
Choosing tools that don’t integrate with your stack
There’s no shortage of AI-powered AP tools, but not all of them play nicely with your accounting software, bank platforms, or practice management systems. If your tools aren’t connected, you’ll spend more time reconciling data than the AI saves you. Choose platforms (like Forwardly) that offer native integrations and make your workflow seamless end-to-end. AI for accountants can work magic. It doesn’t only makes their work efficient but helps businesses in many ways.
Underpricing a high-value service
This is a big one. Many accountants treat bill pay as a line item or throw it in as part of bookkeeping, even when it’s powered by automation. But managing AP with AI is a premium, scalable service that saves clients time, reduces risk, and improves vendor relationships. It’s worth charging for. Don’t undervalue your work just because the tools make it easier.
AI isn’t replacing you, it’s opening new doors
Bill pay doesn’t have to be a drain on your time or your margins. AP can be turned into a scalable, high-margin service your clients actually rely on with the right mix of automation, smart workflows, and AI tools built for modern accountants.
The opportunity isn’t just about saving hours; it’s about shifting how you position your firm. So, are you ready to turn bill pay into your next high-margin service?
With platforms like Forwardly, you can automate AP workflows, reduce time spent per client, and build a more scalable accounting practice. Ready to explore how Forwardly can help? Check out our product tour!
