In response to recent tariff-related disruptions, we've compiled a list of the most common challenges Accounts Payable (AP) departments could face, along with guidance on how Basware solutions can help. There are still many unknowns regarding the full scale and scope of the tariffs, but managing tariffs is not a new phenomenon. Basware is built as a resilient, flexible solution to support your organization.
This FAQ is designed to help you stay agile, maintain compliance, and ensure operational continuity.
Q1: How do tariffs impact Accounts Payable operations? Tariffs can significantly affect AP processes in multiple ways:
Note: While final tariff calculations are made within customs documentation at the point of import, related product codes or estimated duty charges may appear on supplier invoices, especially in cross-border trade. These elements can trigger exceptions unless your AP systems are equipped to capture and interpret them. Basware addresses this with line-level capture and flexible matching rules.
Q2: We’ve already created and submitted orders, which are not yet delivered, that don't have any reference to the tariffs. What should we do?
Context: New duties and tariffs are increasingly referenced on supplier invoices—often as additional cost lines or through product codes used for classification. These charges are typically not included in the original order, especially for goods already in transit, and may be flagged by standard matching logic, resulting in exceptions.
Recommendation: Use Basware’s unplanned additional cost functionality to automatically handle these lines without requiring PO updates or re-approval. For non-e Invoices, enable line-level capture via SmartPDF to extract relevant data and adjust your configuration to automate tariff-related cost lines.
Q2: We're renegotiating payment terms due to higher costs. How can we support this operationally?
Context: With rising costs across the supply chain, renegotiation of supplier contracts is likely, as are suppliers' demands relating to shorter payment terms to improve their working capital position. This puts added pressure on Accounts Payable to reduce invoice cycle times and process payments more efficiently, to maintain compliance and supplier trust.
Recommendation: Prioritise reducing invoice cycle times by streamlining exception handling and automating approvals. Basware is built to help you move faster without compromising control. The new Insights module gives AP teams real-time visibility into bottlenecks, helping you act quickly and identify quick wins, so you can meet tighter terms and protect working capital.
Q3: We've seen a rise in non-PO invoices as teams act fast. How can we manage this?
Context: As procurement teams respond quickly to disruptions, they may bypass traditional PO processes, leading to more non-PO invoices and a spike in exceptions for AP.
Recommendation: If you're not yet using SmartCoding, or not using it to its full potential, this is the time to review it. SmartCoding brings agility to your process by helping you manage non-PO invoice exceptions at scale and significantly reduce processing time. At the same time, use Basware Insights to monitor these process changes and ensure control. This gives you the visibility to support flexibility when needed, and helps guide your organisation back to PO-driven purchasing as stability returns.
Q4: How can we ensure we’re working with accurate and reliable data?
Challenge: Procurement teams renegotiating contracts and CFOs managing risk exposure need access to reliable, real-time data. Poor data quality can result in suboptimal decisions and missed opportunities.
Solution: Use Basware Insights, specifically the Supplier Control Tower, to monitor supplier behavior and verify whether updated terms are being followed. You’ll see whether changes are reflected accurately in your data—such as purchase order timelines, invoice values, and payment terms—so you can course-correct quickly and make confident, data-driven decisions.
Q5: We're worried about mistakes or fraud during these disruptions. What safeguards can we put in place?
Challenge: Disruption events like unexpected new tariffs often introduce unfamiliar workflows, new vendors, and rushed processes. This environment increases the risk of unintentional errors or intentional fraud, especially if internal controls are bypassed.
Recommendation: Ensuring you have best practices in place for payment approval is vital. Additionally, Basware offers our AP assurance suite of capabilities, which can detect anomalies, prevent errors, and protect against fraud. This includes audit trails, approval controls, and continuous monitoring.
Q6: What cross-functional collaboration should we consider during tariff events?
Context: Tariff-related changes affect multiple departments simultaneously—Procurement may shift sourcing strategies, Logistics may adapt shipping routes, and Legal may need to assess compliance exposure. Without alignment, AP can be left with incomplete or conflicting information.
Recommendation: Collaboration among Procurement, Logistics, Legal, Treasury, and Accounts Payable is critical. Ensure that systems are aligned and documentation, such as tariff codes and customs data, is consistently captured and traceable. Setting up working groups with representation from key departments is a great first step in ensuring that lines of communication stay open during this disruptive period.
Q7: Will we need to change our ERP or AP automation tools?
Context: Evolving tariff rules and region-specific compliance requirements may demand changes to how tax, duty, or regulatory data is captured and processed in your ERP. Without flexible systems, AP may face inefficiencies or compliance risk.
Recommendation: There are still significant unknowns regarding the roll-out of the new tariffs, but changes may be required. Tariff-driven cost changes or regional compliance updates may require changes to your ERP or AP system configurations. Basware solutions are designed to flex with your business needs and integrate smoothly with major ERPs
As mentioned at the start of this article, there are still many unknowns on the possible impact of future tariffs, but you can be assured that Basware is ready to support you. If you would like to discuss this topic further, we recommend reaching out to your CSM or requesting that they contact you via this link.