Accounts Payable Automation
From the document jungle to digital invoice processing
We’ve been hearing about the “paperless office” for a while. With electronic invoice processing from EASY Software, you can count on it being the right solution at the right time. Gains in efficiency and transparency through Accounts Payable Automation are waiting for you with the digital invoice receipt process. Get started now.
Advantages of our Accounts Payable Automation Software
- Transparency: Status of incoming supplier invoices, change steps and employee responsible readily available at all times through Accounts Payable Automation
- Responsibilities: Proxy and substitution rules can be set for absences due to holiday or illness in accounts payable
- Planning security: Effective cash flow planning is provided by the digital incoming invoice processing. The resulting transparency enables your staff in accounts payable to have an up-to-date overview at all times
- Legally compliant: EASY Invoice supports the complete process history management
- Cost savings: Digital invoice processing means lean processes; always have an eye on deadlines for prospective discounts and possible notice periods.
- Location independent: The mobile invoice approval via smartphone or tablet enables maximum flexibility due to verification processes that are independent of time and location
- Environmentally friendly: Accounts Payable Automation substitutes paper files and folders
The 5 steps of Accounts Payable Automation
1. Record incoming invoices
Regardless of whether the supplier invoice is paper-based or arrives by email as a PDF attachment, EASY Accounts Payable Automation independently checks the conformity of every invoice. All necessary invoice content is determined automatically: invoice header with creditor, total amount, invoice date and all individual invoice line items. For incoming invoices with purchase order reference, the ideal prerequisite for a three-way match.
Which invoice formats does EASY Invoice support?
Invoices in PDF format which arrive by email through to electronic invoices in standardised formats such as EDI invoices / processing of IDocs.
How does EASY AP Automation help me to keep track of things?
The EASY e-invoice system increases transparency immensely – the incoming invoice book shows a summary of all incoming invoices and where in the workflow the invoice is, regardless of the format and the location of the invoice in the company.
2. Workflow for verification and approval
The verification and approval of invoices during Accounts Payable Automation can be standardised and yet highly flexible to the requirements of the companies Accounts Payable as well as the ERP/ financial accounting system being used. The software for processing incoming invoices provides a wide range of options and function modules for this purpose. Automatic assignment, efficient verification, and fast approval is the goal. Specific functional roles in the specialist departments with various authorizations are defined in the same way as proxy roles for absence due to holiday or illness.
Does EASY Invoice also include a roles and rights concept?
Fundamentally, the EASY software for e-invoice processing also masters fine-grained role and rights management – important among other reasons because of data protection and other compliance requirements. Not everyone should be able to see everything and certainly not be able to edit it.
Can the system also reproduce proxy rules?
Employees get sick or take holidays – so the software must be able to manage proxy rules. The EASY Invoice solution achieves this with proxy roles which are defined once; you only have to tell the system which people should take on the proxy function.
3. Posting and filing
The process for posting follows successful verification and approval in digital invoice processing. EASY automatically transmits the necessary data for this to the connected ERP system. Since the process has already positively gone through the defined verification process at this point, the posting and payment of the approved invoice in the ERP/financial accounting system can typically take place without any further user action.
Why will I not miss any more discount periods with Accounts Payable Automation?
As is well known, the options for using discounts are date-linked. The digital workflow supports you in meeting the relevant discount periods – automatically and with notifications for the corresponding functional roles. That pays off.
Can I avoid dunning costs in the future?
Thanks to the EASY solution for Accounts Payable, you will never miss another reminder period. It automatically notifies the designated specialist what must be paid and when.
4. Accounts Payable Automation and Process monitoring
Cross-departmental process monitoring creates transparency for the ongoing processes in the electronic incoming invoice process and helps to spot potential disruptions or delays early. Escalation management ensures that occurring problems are resolved automatically in accordance with defined parameters. The process monitoring of the Accounts Payable Automation supports not only the monitoring of ongoing processes, but also facilitates the retrospective retrieval and analysis of information on the process flow of completed transactions.
5. Perfect overview: the dashboard
EASY Invoice presents the user with the personal, role-dependent dashboard as the entry page. This provides a quick overview of all relevant content. Accounts Payable employees can freely configure the dashboard with a variety of predefined gadgets. This means every user of the invoice processing sees exactly the information which is relevant to them in their daily work. The information includes tasks, deadlines, new or recently used objects, favourites, and information about key figures for the department or the company. All of these key figures can be displayed in graphical analyses.
Discover the potential in Accounts Payable Automation (AP Automation)
In Business, compared to traditional paper-based incoming invoices, electronic incoming invoice processing only offers advantages. Let yourself be surprised – once you switch to Accounts Payable Automation, you won’t want to be without it. Let’s get digital.
Clean structure
Digitise incoming invoice process with the following result: During the implementation the process will be cleanly structured. All digital information from the AP Automation can be viewed at any time by authorised people in the specialist departments. You always have an eye on the history and the further pathway of incoming invoices.
Reduce time
Reduction of the processing times for incoming invoices to a minimum thanks to Accounts Payable Automation. Fully automated posting of invoices is possible.
Practical search
Thanks to the practical full text search in EASY Invoice, you can always find invoices with a click of the mouse. This means you avoid the familiar problem of incorrectly filing invoices.
Simple release
EASY AP Automation uses rule sets to establish approval processes for the digitization of invoices. From the “four-eyes principle” for approval processes above a specific amount to automated notifications. As a result, you reduce time-consuming verification and approval processes to the bare minimum with Accounts Payable Automation software.
No duplicates
Avoid the common problem of multiple entry of invoices. The EASY Invoice solution for electronic incoming invoice processing supports you by comparing the invoice’s header data with the data from the connected ERP and account systems.
How will EASY Invoice help me reduce Accounts Payable costs?
You will achieve a significant reduction in costs compared to paper-based invoice processing thanks to a digitised verification and approval process. From the digital workflow, everyone involved immediately sees the status of an invoice, in whose “virtual” hands it currently is and who initiates the next step for approval. Manual searches, sorting & stamping are things of the past.
ROI Calculator – check it for yourself
Use our savings calculator for an initial, quick estimate of the financial benefits of our incoming invoice solution. It is worth it!
Frequently Asked Questions about automated invoice processing
With which third-party systems has integration already been achieved?
EASY AP Automation has already been successfully integrated in a variety of backend systems in numerous projects. These include the following systems: Microsoft Dynamics BC (Navision) and BC (Business Central), Sage, Diamant, FOSS, Datev, Oracle Financials, Infor, Infor AS, SAP® and many more. Please contact us if you are looking for a specific interface with your system.
Of course, EASY Invoice also supports contract management, electronic purchase requisition, etc. from the subprocesses of the procurement-to-payment process.
Can I view the history of an invoice that has been with the company for a long time?
Every incoming invoice has a history. This can only be represented on a paper invoice with considerable effort. The EASY system for Accounts Payable Automation, on the other hand, has the option for process history management. This is used to quickly query the status of a received invoice at a given time.
Can I also use the EASY AP Automation System on a smartphone?
Yes, the system can also be used on mobile devices. The system also handles mobile invoice approval. This means that you remain location independent and employees can work regardless of location according to their role.
Is there a training concept for EASY e-invoicing Software?
Due to the intuitive usability of the EASY e-invoice software, users generally need around 30 minutes of training time to be able to use the EASY solution. In addition, EASY SOFTWARE offers standard training courses on the subject of EASY AP Automation. In 2 days, the training covers all relevant topics such as installation, administration, workflow, extraction, etc. You can learn more about this at the EASY Academy.
Resources
Discover useful whitepapers, webinar recordings, guides and checklists about accounts payable automation.
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How the digital signature works – The guide to electronic signatures
This guide tells you everything you need to know about digital signatures in corporate use; key facts and legal aspects are summarized compactly.
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Webinar: The Paradox of Choice
Finding Meaningful Differentiation in a World of Technological Parity. As is the case with many digitization and process optimization initiatives, implementing an A/P automation solution is very rarely a ‘one-and-done’ event… far from it!
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Whitepaper: Purchase-to-Pay in three steps
In the whitepaper, we show you how to combine this multi-layered conglomerate of upstream and downstream sub-processes into a meaningful whole using EASY P2P ECM – for a smooth, transparent and accelerated purchase-to-pay process.
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Digital document workflows as a cure for slow and error-prone paper processes at WEPA.
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To make sure that paper-based files don’t keep clogging up the turbocharger, Autohaus Haidacher has been using a digital document management system for invoices and personnel files.
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With the document management system, the municipality of Eggerding can find everything with one click. Invoices, delivery bills, mail traffic – everything is available in one place. Never again do they have to search through several rooms or shelves for one transaction.
