If you’re in charge of managing supplier payments, you know that change can be risky. Shifting how your company pays vendors might promise more efficiency or savings, but if something goes wrong, it can damage relationships, delay shipments, or cause your team more stress than it’s worth. 

The good news is, it is possible to simplify your payment process without throwing your supply chain into chaos. It just takes the right approach.

Start by understanding your current payment process

Before making any changes, take a close look at how you pay suppliers today. Are you still mailing paper checks? Or juggling multiple systems to manage approvals and send payments? Are your suppliers calling in to ask when they’ll get paid?

Many businesses stick with legacy systems because they “work well enough.” But over time, those processes tend to slow things down. Manual payments take longer to issue and reconcile, and they create more room for error. They also make it harder to scale if your supplier network is growing.

Taking inventory of your current payment methods and systems will help you spot what’s working and what’s holding your team back.

Talk to your suppliers early

If you’re thinking about making a change, loop in your suppliers sooner rather than later. It’s better to have those conversations upfront than to spring a new payment method on them without warning.

Ask them how they prefer to get paid and what systems they’re already using. Some suppliers may be more open to change than others. For example, a large vendor that works with lots of buyers may already be set up to accept virtual cards or ACH payments. A smaller vendor might still rely on checks.

These conversations will help you identify where you can streamline payments without disrupting key supplier relationships. It also gives your vendors time to prepare if changes are coming.

Consider virtual cards

Virtual cards are a smart option for many businesses looking to modernize their payment process. They work like credit cards, but they’re created for one-time use or a specific vendor. This makes them more secure than checks or wires, since there’s less risk of fraud.

They also generate rebates for your company, meaning your AP team can turn payments into a revenue opportunity. At the same time, suppliers benefit from faster payments and easier reconciliation.

Introduce digital payments in phases

You don’t need to overhaul your payment system all at once. In fact, trying to switch everything overnight can lead to headaches for both your team and your vendors.

Instead, consider rolling out changes gradually. Start with one payment type, like virtual cards, for a group of vendors who are ready for it. Choose suppliers that have a solid working relationship with your company and are likely to be flexible. 

If you’re looking for a partner to support your virtual card adoption and supplier enablement journey, WEX offers an end-to-end business payment solution. It begins with a free analysis of your supplier file to identify vendors most likely to accept virtual cards. From there, WEX handles the outreach, onboarding, and education, making it easier for your team to scale virtual payments without added lift.

Use automation to reduce manual work

One of the best ways to simplify payments is by automating routine tasks. That could mean setting up recurring payments for regular invoices, using a centralized system to approve payments, or working with a partner who can handle payment distribution for you.

Automation helps cut down on human error and makes it easier to track payment status. It can also reduce back-and-forth between your team and suppliers, since everyone has more visibility into when payments are processed.

WEX’s virtual card platform integrates with most ERPs, offering automation that reduces manual work, increases control, and speeds up supplier payments. With WEX, you can simplify supplier enablement, reduce AP costs, and strengthen relationships with vendors — all while earning rebates that improve your bottom line.

Keep communication open

Any time you change how you pay suppliers, it’s important to communicate clearly. Let your vendors know what to expect, and make sure they understand the benefits on their end, like faster payments, less paperwork, or fewer errors.

Internally, make sure your AP team is trained on the new process and knows where to go for help. Change is easier when everyone knows why it’s happening and how it makes their job better.

Don’t forget about visibility

One of the biggest pain points in B2B payments is not knowing where things stand. Suppliers want to know when they’ll get paid. Your finance team wants to know what’s been paid, what’s pending, and what’s overdue.

Switching to a more modern payment process can help solve that. Whether it’s through an AP automation platform or a payments provider, giving your team and your vendors visibility into payment status helps build trust and reduces those constant “check-in” emails.

Keep it simple

At the end of the day, the goal is to make payments easier, not more complicated. You don’t need to chase every new tool or solution out there. Focus on what will save your team time, give you more control, and make life easier for your suppliers.

With the right plan, you can modernize your payment process without disrupting your supply chain. And when it’s done right, your team and your vendors will both feel the difference.

For more insights and updates on corporate payments, check out:

• Your guide to virtual card rebates
• 2025 payment trends
• Accounts payables: Terms you need to know

The information in this blog post is for educational purposes only. It is not legal, tax or investment advice. For legal, tax or investment advice, you should consult your own legal counsel, tax, and investment advisers.