Proven Results With Basware’s InvoiceAI: Start Asking The Questions That Matter

Most AP teams spend their days fielding the same questions on repeat—“Where’s my invoice?”, “Has this been approved yet?”—leaving little time for the bigger, strategic questions that could drive real value. Basware’s embedded AI agents change that.

Accounts payable teams are no strangers to pressure. At any given moment, they’re juggling invoice backlogs, chasing down approvals, and navigating compliance demands, all while trying to keep vendors happy and the business running smoothly.

It’s no wonder most AP teams spend their days responding to the same issues on repeat. But what if we’ve been asking the wrong questions all along?

Instead of wondering how to respond faster, maybe the real opportunity is to ask smarter questions—and finally get answers that drive better outcomes.

Let’s take a look at how Basware’s embedded AI agents help AP teams move away from reactive problem-solving to focusing on the insights that actually move the needle.

Some questions never go away

Every AP professional has heard these before:

• “Where’s my invoice?”
• “Has this been approved yet?”
• “Can you send that again?”

These are the questions that never go away. They flood inboxes, stall approvals and drain time. And, they keep your team in reaction mode, locked into transactional tasks that add little strategic value.

But it’s not a people problem. It’s a process problem. Legacy systems and manual workarounds leave information scattered across emails, spreadsheets, and ERP screens.

Approvers forget their logins. Business users don’t understand workflows. And AP becomes the human search engine for every lost or delayed invoice.

Some questions you never get around to (but should)

What are the questions your AP team wants to answer, but rarely gets the chance to?

• “What’s our invoice volume by region this quarter?”
• “Where are the biggest delays in our invoice lifecycle?”
• “Which suppliers are approaching their early payment discount cutoff?”

These are questions that uncover value, helping the business manage cash flow, optimize processes, and reduce friction. But they go unasked because teams are stuck dealing with the basics.

This missed opportunity has a real cost. When your AP team spends all its energy answering the same old questions, it can’t step back to ask the ones that matter.

How Basware’s AI Agents Close the Gap

Basware’s AI agents are designed to solve exactly this problem. Unlike third-party add-ons, these agents are embedded directly into the Basware platform—so they understand your workflows, data, and context from day one.

The AP Business Agent helps streamline daily tasks and remove friction, especially for infrequent approvers. It offers contextual guidance, like why an invoice was routed a certain way or what needs attention now, so business users don’t need to ask AP for help every time.

The AP Data Agent takes things even further. It acts like a smart assistant inside Basware Insights Pro, allowing users to ask natural language questions and get instant, meaningful answers:

• “Show me all invoices awaiting approval in Germany.”
• “Which suppliers gave us early payment discounts this month?”

No training. No digging through reports. Just real-time insight, in plain language.

Smarter questions, better answers, more value

This shift can be transformative. When AI agents handle the repetitive questions, AP teams are freed up to ask the ones that lead to real impact. That’s how you move from processing transactions to driving strategy.

In fact, 85% of companies who invested in AI for accounts payable have seen significant ROI. Why? Because they finally stopped playing catch-up and started steering the conversation.

And this is just the beginning

Basware’s InvoiceAI framework includes a growing roadmap of embedded agents, each designed to solve real-world AP challenges—intelligently, transparently, and without adding complexity.

Future agents will go beyond surfacing insights. They’ll help prioritise actions, automate resolutions, and connect insights across systems to support faster, smarter decision-making at scale.

Because every team’s challenges are different, and the questions worth asking keep evolving, our AI roadmap is built to evolve with you.

The future of AP is faster and smarter

Basware’s AI agents don’t replace humans—they tackle the repetitive tasks that keep teams bogged down, so they can focus on the more strategic activities that can’t be automated.

When the noise of everyday admin quiets down, the real questions can rise to the surface. Questions that fuel smarter decisions, stronger supplier relationships, and a more agile finance function.

So the next time someone asks, “Where’s my invoice?”—maybe the better question is: What’s AP capable of when it’s not stuck answering that?

Next steps

Want to learn how the AP Business Agent and AP Data Agent can transform your current workflows? Contact us to see them in action—or explore the rest of the InvoiceAI framework to learn more.