Switching from AvidXchange to Stampli: A Fast, Painless Migration Guide
No delays. No disruptions. Just better AP.
With AvidXchange’s recent acquisition by Corpay and TPG, many finance leaders are exploring alternatives for their accounts payable automation. But there’s a common concern: “Won’t switching systems be a massive headache?”
It’s a fair question. Traditional AP migrations often involve months of planning, IT resources, process redesigns, and painful transition periods. But it doesn’t have to be that way.
Stampli has reimagined the AP migration experience around a simple principle: adapt the system to your workflows, not the other way around. This approach dramatically reduces implementation time, minimizes disruption, and accelerates time to value in comparison to AvidXchange.
The myth of the six-month AP migration
If you’re familiar with typical enterprise software implementations, you may be bracing for a lengthy, complex process. Most AP system switches follow a predictable pattern: months of requirements gathering and process redesign, weeks of configuration and customization, multiple rounds of testing and refinement, extensive training and retraining, parallel processing during a transition period, and gradual cutover with inevitable hiccups.
This traditional approach often stretches from three to six months—creating significant operational overhead, straining IT resources, and delaying ROI realization.
Stampli flips this model by focusing on continuity rather than change. The result? Implementation measured in weeks, not months—and a seamless transition that maintains operational flow.
How Stampli gets you live in weeks, not months
ERP-native integrations eliminate the heaviest lift
The most time-consuming aspect of AP migrations is typically ERP integration. Stampli addresses this challenge with pre-built, field-level integrations for more than 70 ERP systems including NetSuite, Sage Intacct, QuickBooks, Oracle Fusion, and Microsoft Dynamics.
These aren’t simple data connectors – they’re deeply integrated, bi-directional synchronizations that support all dimensions, custom fields, and validation rules. Because these integrations are maintained in-house (not through middleware), they deploy rapidly and reliably with minimal IT involvement.
Configuration flexibility preserves your workflows
Unlike systems that force you to adapt to their processes, Stampli configures around your existing approval hierarchies, coding conventions, and operational workflows. This approach means no process redesign required, no disruption to established procedures, minimal change management, faster user adoption, and immediate productivity gains.
The platform’s flexibility extends to every aspect of the AP process: invoice capture, coding, approvals, payment, and reporting. Finance teams can preserve what works while enhancing what needs improvement.
Guided implementation from AP specialists
Stampli’s implementation team consists of finance experts who understand AP operations—not just technical consultants. This expertise allows them to quickly map your current processes to Stampli capabilities, identify optimization opportunities without disrupting workflows, configure the system to match your specific requirements, provide targeted training for different user roles, and ensure seamless cutover with minimal parallel processing.
This guided approach drastically reduces the implementation burden on your team while ensuring the system is optimized for your specific needs.
Real-world migration success stories
Alden Renewables: AP migration in 20 minutes
When Alden Renewables needed to migrate both their ERP and AP systems, they expected the AP transition to be at least as complex as their other software implementations. To their surprise, Stampli’s implementation was remarkably efficient:
“We completed our AP migration to Stampli in just 20 minutes, compared to two weeks for our expense software implementation. The Stampli team handled everything – from data mapping to ERP integration – with minimal time required from our side.”
This rapid implementation delivered immediate results:
- 25x efficiency improvement in AP processing
- Reduction from five full-time AP specialists to just one person dedicating 20% of their time
- Annual labor cost savings of $150K-$200K
Multi-entity migration without missing a beat
A healthcare organization operating across 15 entities with complex approval hierarchies and compliance requirements needed to replace their existing AP solution without disrupting operations. Their previous vendor had estimated a 4-6 month implementation timeline with significant IT resource requirements.
Stampli completed the full implementation in six weeks:
- Week 1-2: ERP integration and entity mapping
- Week 3-4: User setup, workflow configuration, and training
- Week 5-6: Parallel processing and cutover
The organization maintained continuous operations throughout the transition, with no disruption to payment timelines or month-end closings. Their CFO noted:
“What impressed us most was how Stampli adapted to our complex structure rather than forcing us to change our processes. The implementation was remarkably smooth, and we saw efficiency gains from day one.”
The Stampli migration methodology
Stampli’s approach to AP migrations follows a proven methodology designed for speed and continuity.
The process begins with discovery and mapping in Week 1, where we document your current workflows and approval processes, map ERP integration requirements, identify optimization opportunities, and define success metrics and timeline.
During Weeks 2-3, configuration and integration take place. This includes configuring approval workflows to match your organizational structure, setting up ERP integration with field-level mapping, importing vendor data and establishing communication channels, and configuring invoice capture and coding automation.
Training and validation occur during Weeks 3-4. We provide role-based training for all user types, process test invoices through the complete workflow, validate ERP synchronization and data accuracy, and finalize settings based on user feedback.
Finally, go-live and optimization happen in Weeks 4-6. We begin processing live invoices through Stampli, monitor performance and adjust configurations as needed, complete knowledge transfer to your internal team, and establish an ongoing optimization framework.
This accelerated timeline doesn’t sacrifice thoroughness—it simply eliminates the unnecessary complexity that traditionally slows implementations.
How to prepare for a smooth migration
If you’re considering a switch to Stampli, these steps will help ensure the smoothest possible transition:
1. Review your current contract
Identify your renewal dates and termination provisions to determine optimal timing for your migration. Stampli’s implementation team can work with you to create a timeline that avoids overlap payments while ensuring continuity.
2. Document your essential workflows
While Stampli will adapt to your processes, having clear documentation of your current approval hierarchies, coding conventions, and integration requirements will accelerate the configuration process.
3. Identify key stakeholders
Involve representatives from each user group (AP staff, approvers, department heads) early in the process to ensure their needs are addressed in the configuration.
4. Prepare vendor communication
A smooth vendor transition is essential for maintaining payment continuity. Stampli provides templates and support for vendor communications to ensure seamless onboarding.
5. Define success metrics
Establish clear metrics to measure the impact of your migration, such as processing time, approval cycle length, exception rates, or cost per invoice.
Making the switch: Next steps
If you’re ready to explore a migration to Stampli, these simple steps will get you started:
- Schedule a Stampli demo focused on your specific ERP integration and workflow needs
- Request a migration assessment to understand timeline and resource requirements
- Review sample implementation plans tailored to your organization
- Begin guided implementation with Stampli’s dedicated migration specialists
Conclusion: Change doesn’t have to be painful
The traditional view of AP system migrations as lengthy, disruptive projects no longer applies. With the right platform and methodology, finance teams can transition to more efficient, automated AP workflows in weeks rather than months – without sacrificing operational continuity.
Stampli’s approach focuses on preserving what works while enhancing what needs improvement, resulting in faster implementations, minimal disruption, and accelerated ROI. For finance teams concerned about the AvidXchange acquisition or simply seeking better AP automation, there’s never been a better time to make the switch.
Schedule a demo to see how an AP-first platform like Stampli can protect your finance operations from the uncertainty of the AvidXchange acquisition.
