Many construction companies using Penta built their accounts payable process years ago around tools like OnBase workflow and ICAP invoice capture.

Those systems often still work today, but they are no longer supported by Penta and can be difficult to maintain as organizations grow. Today, many Penta users are rethinking how invoices move through their organization, from capture through payment.

The legacy Penta AP environment

For years, a common AP setup for Penta users looked something like this: invoices captured using ICAP, approval workflow managed through OnBase, approved invoices posted into Penta, and supporting documents stored with the transaction.

ICAP relied on template-based OCR to extract invoice data. That meant companies often spent significant time creating templates for vendors and adjusting them whenever invoice layouts changed. AP teams also spent time correcting extraction errors when invoices didn't match the expected format.

Once invoices were captured, they moved through an approval process inside the OnBase workflow environment before being posted into Penta. Many construction companies still operate this way today. The systems continue to function, but maintaining and evolving them has become more challenging as the ecosystem around them has changed.

Why many Penta users are rethinking their AP process

The challenges we hear from construction finance teams usually fall into three areas.

As Penta moves forward with their ERP, some pieces of the legacy platform naturally change as well. The legacy OnBase workflow originally deployed may still be functional, but is no longer supported. Penta is encouraging users to find a new solution provider for AP automation. For some, OnBase remains a good fit and they are building new solutions with it. For others, OnBase is not the right fit and they are exploring other options.

Template-based OCR systems like ICAP require ongoing maintenance. When vendors change invoice formats, templates need to be updated. AP teams often end up correcting extraction errors or manually adjusting invoice data. Over time, that maintenance becomes a burden.

Even when invoices are captured and approved electronically, many construction companies still issue large volumes of paper checks. Printing, signing, and mailing checks creates additional work for accounting teams and makes it harder to track payment status.

The role of Penta Vault

Penta's newer Penta Vault platform provides document management capabilities directly connected to the ERP environment. PentaVault allows companies to store and retrieve documents associated with transactions inside Penta. Users can access supporting documents directly through the familiar icon within Penta screens.

However, PentaVault focuses specifically on document storage and retrieval. It does not provide workflow functionality for routing invoices through approvals. That leaves an opportunity for companies to modernize the operational process around the ERP.

Adding workflow to the PentaVault environment

To address this gap, DTI developed an AP workflow solution that integrates directly with PentaVault. Invoices are captured and indexed, approvals take place inside the workflow interface, and once approved, the system automatically creates the voucher in Penta. Invoice images and supporting documents are stored in Penta Vault and remain accessible inside Penta through the icon.

This approach allows companies to use Penta's document management platform while adding a modern workflow process designed specifically for construction accounts payable.

Rethinking invoice capture

Many companies are also rethinking how invoices enter their AP process. Instead of relying on template-based OCR tools like ICAP, some organizations are moving toward invoice processing services that combine AI capture with human verification.

DTI's invoice processing service was designed to eliminate the overhead of managing OCR templates. Invoices are captured using AI-assisted extraction with a human-in-the-loop process that ensures high accuracy. This approach removes the need for template maintenance while giving companies reliable invoice data without the burden of managing OCR systems internally.

Modernizing the payment process

The final piece many construction companies are modernizing is how suppliers are paid. Once invoices are approved and posted into Penta, payments can be managed through IronPay for Penta.

IronPay connects to Penta through APIs and retrieves invoices that are available for payment. From there, users can search and sort payable invoices, select invoices for payment, manage payment runs, and issue digital payments. IronPay supports e-check, virtual card, ACH, and wire. This allows companies to reduce reliance on paper checks while improving payment visibility and vendor experience.

The modern Penta invoice-to-payment process

When construction companies modernize their AP environment, the process typically connects five steps. Invoices are captured using AI-assisted processing instead of template-based OCR. They move through structured approval workflows designed for construction accounting. Once approved, the workflow automatically creates the voucher inside Penta.

Invoice images and supporting documents are stored in PentaVault and accessible through the icon. Invoices available for payment are pulled into IronPay through APIs, allowing companies to manage electronic payments and move away from paper checks.

Together, these steps create a connected invoice-to-payment process that gives finance teams better visibility and control.

Three questions worth asking

If your organization is evaluating how to modernize its AP process, a few starting points tend to surface the biggest opportunities.

How are invoices captured today? If your team is still maintaining OCR templates or manually correcting extraction errors, there may be opportunities to simplify the process.

Where do approvals happen? If approvals rely on email chains or disconnected systems, tracking invoice status can become difficult.

How many payments are still issued by check? Reducing paper checks can significantly improve efficiency and payment visibility.

Frequently asked questions

Do legacy Penta AP workflows still work?
Yes. Many companies still operate workflows built years ago using OnBase. These systems often continue to function, but they are no longer supported by Penta.

What is Penta Vault used for?
Penta Vault is Penta's document management platform. It stores documents associated with transactions in Penta and allows users to access supporting documents directly from ERP screens.

Does Penta Vault include workflow?
No. Penta Vault focuses on document storage and retrieval. Workflow automation must be provided through solutions that integrate with the platform.

How are invoices captured in modern AP systems?
Many organizations now use AI-assisted invoice capture or invoice processing services instead of template-based OCR tools. This reduces the time spent managing templates and correcting extraction errors.

Can payments be automated in Penta?
Yes. Payment automation platforms like IronPay integrate with Penta through APIs, allowing companies to manage electronic payments and reduce reliance on paper checks.