Automated Invoice Processing: Everything To Know

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Rillion | AP Automation | iTMunch

What Is Invoice Processing In AP Automation?

Several organizations have used invoice processing automation software to simplify account payment operations. Payments may be processed in minutes when invoices are processed automatically. This is accomplished by automatically extracting data from incoming invoices and inserting it into your enterprise resource planning (ERP) or accounts payable system.

In most cases, the following components of invoice processing may be automated with the help of software:

  • Equivalent in Cost
  • Ordering goods and services efficiently
  • Keying in Data
  • Electronic Funds Transfer
  • Optimizing processes
  • And much more.

Accounts Payable is responsible for handling all invoice processing. The conventional approach requires time-consuming work, such as inputting invoice information, making paper invoices, corresponding purchase orders, and endless filing. Bills are arriving in the mail, by fax, email, etc. This procedure is cumbersome and contributes to an ineffective setting.

AI and ML may automate tedious processes in an accounts payable office for greater efficiency. This is why automating the accounts payable invoice processing procedure is necessary. This is an advanced kind of manual processing.

Technology is revolutionizing the process of managing invoices, from receipt to payment. When workflows are automated, digital invoices play a role. Using automated tools may help a firm speed up its accounts payable procedure.

With AP automation, the accounting department may outsource all of its routine, mundane work to a machine. The simple tasks may be handled by an intelligent automation system, such as price matching, purchase order matching, and data entering. An automated invoice flows more quickly through a process than a manual one.

Benefits Of Accounts Payable Invoice Processing

Automated invoice processing is essential for businesses when dealing with hundreds of bills daily. Invoices provide crucial data for businesses of all sizes. The bills you send out and the ones you get may tell you a lot about your company’s cash flow.

You may have confidence knowing that your invoice history is safely stored in a digital archive thanks to Invoice Processing. Here are some benefits of accounts payable invoice processing:

1. Data Stored Digitally And Readily Available

Having your sales invoices stored digitally via AP invoice processing can quickly combine your receivables. Cash flow may be tracked from any location, making it useful for companies with several locations.

These receipts may be stored centrally so that you have easy access to consolidated financial data. When a company outsources its billing processes, it can be certain that customer invoices will be filed promptly and properly.

2. Up-to-the-Minute Data

When invoices are processed mechanically, the moment they are received is recorded. Once the invoice has been approved, no modifications may be made. The accounting procedure is now automated and standardized thanks to this.

By digitizing and automating your company’s most fundamental process—invoicing—you get invaluable insight into the health of your company’s revenue and financial standing.

Invoices may be linked to other areas of your enterprise resource planning system to help you better track and analyze data. Businesses in both the business-to-business and business-to-consumer markets can’t function without the services of an AP invoice processing provider.

3. Safe and Compact Data Storage

When bills are digitized, paper copies aren’t necessary to store for as long. Hold on to them for the time being in case you need to reference an old one until invoice data processing is streamlined and becomes standard practice at your company.

This offers more robust protection for the digital invoice archive and eliminates the need for a large amount of physical storage space. To ensure its safety and accessibility at any time, you may encrypt it with a password and save several copies

4. A More Streamlined Reporting Procedure

If you use specialized software for invoicing, digitization guarantees that all relevant data is captured systematically in a database and can be accessed for various comparisons and reporting purposes by management.

For a wide range of needs, including compliance with tax and other regulatory obligations, management has access to easily digestible reports based on actual data.

What Is Invoice Data Capture?

Data is, without a doubt, the most valuable asset in the modern world. Your company’s success depends on the precision with which you collect, analyze, and use the information in your invoices. Data has several uses for a firm, one of which is to foresee the company’s future expansion. For instance, sales may be calculated from supplier invoices. The same holds for using this information to develop plans for expanding your firm.

When it comes to closing business, it’s all up to accounts payable. Relationships with your clients and providers might be harmed by delays in processing, answering messages, or responding. Invoice data collection is an accounts payable system’s crucial but often overlooked aspect. Most businesses still depend on time-consuming and error-prone manual data gathering processes or contract the work out to organizations that use such methods.

Although it plays a relatively little role, Invoice Data Capture is crucial to the success of the whole accounts payable procedure. Data capture refers to the steps to save and use the information included in supplier invoices once such information has been retrieved, validated, and stored. The conventional method of extracting information from invoices is manually sorting invoices, searching for a PO number, correlating with the invoice number, noting the data, and so on. This is not as easy of a procedure as it may seem at first. And then there’s the fact that organizing this information takes a lot of time.

In addition, the more people are involved in a procedure; the more likely mistakes will be made, information will be lost, deadlines will be missed, and so on. All this confusion and haste will leave you behind.

How Is Invoice Data Capture Performed?

Although we have made a fleeting reference to a few of the many invoice data collection techniques available, we will now examine each of them in more depth.

Invoice data may be captured using one of four standard approaches:

1. Manually Keying

As previously discussed, manual keying was the first way to record invoice information. This is the simplest but most time-consuming approach, and as we’ve already said, it’s not without the possibility of human mistakes.

This is where many new firms start, and although it may seem like the cheaper choice at the time, it often costs more.

2. Optical Character Recognition (OCR)

Invoice data collection often employs optical character recognition methods.

These programs can read and interpret various invoice formats, extracting relevant data. Word documents, PDFs, JPEGs, emails, and other unstructured documents are included.

Because of this, OCR has rapidly become a standard feature of most bill-tracking programs.

However, manual labor is necessary since humans must organize the retrieved raw data. The results are still superior to those of hand keying, however.

3. Intellectual Invoice Capture

Machine learning (ML) & artificial intelligence (AI) have completely transformed the process of invoice capture. When OCR is combined with these other two technologies, the resulting tool may provide the most precise and rapid results.

These intelligent data capture technologies do much more than scan and extract. Bills may be categorized, and information can be exported to Excel files for additional analysis.

4. Outsource Your Invoicing procedure

A popular option for putting off such tasks altogether is outsourcing. Sending your bills to an outside organization is one option.

This relieves you of the worry of processing bills on your own, but since the supplier often uses manual invoice data collection, this procedure might still be more time-consuming.

What Are The Steps To Adopting Electronic Invoice Processing?

electronic invoice processing (e-invoicing) transmits, receives, and processes digital transactional records between suppliers and customers. Suppliers and buyers profit from e-invoicing. A real e-invoicing approach integrates supplier data directly into the buyer’s system.

These procedures will help your organization establish e-invoicing.

These procedures will help your organization establish e-invoicing.

1. Project scope

Implementing e-invoicing will be difficult for your company. An e-invoicing adoption project needs a sponsor to secure organization-wide commitment. Project management, procuring, and finance must support the shift.

Management should analyze all transition requirements. The new e-invoice system’s scope and goals must be determined.

Vendors offer services and solutions that consider invoice categories (e.g., domestic or worldwide), suppliers and buyers (e.g., B2C or B2B), and customer profiles (e.g., big, medium, and small) to anticipate the new cost per invoice.

2. E-invoicing needs analysis

Implementing e-invoicing isn’t one-size-fits-all. It’s necessary to describe all software needs and expectations. Start with a comprehensive list, then check out your important requirements.

3. Verify the solution provider

The e-invoicing service provider should provide a choice of e-invoice formats and assist in conversion from paper to e-invoice. A service provider must also be able to address the legal and economic problems of e-invoicing.

As for the solution, look for its capacity to transmit documents between suppliers and customers, whose accounting standards might differ. The program should handle POS, debit notes, credit notes, and payment instructions during invoicing.

E-invoicing software may integrate with an accounting system. If your company has installed an ERP system, integrating the new electronic invoicing software should be easier, using existing data management and workflow without any change. Rigorous due diligence will reduce future solution failure risk.

4. Rollout 

This is when you, with your provider, start using e-invoicing. You must inform all impacted parties and instruct your team in this phase. In addition, you must get approvals and assure solution compliance.

During the rollout process, connecting the new software with the old AR and AP systems may be tough and highlight skill shortages in personnel. Distributing instructions and manuals keeps everyone on track in the future.

5. Evaluate the project’s efficacy

The e-invoicing implementation procedure isn’t over after launch. Having installed the program, you must assess whether it satisfies the performance and benefit expectations you established at the outset. Identify where it may be improved and compare its performance to other systems to ensure you choose the correct option.

Get Started With Automated Invoice Processing

When it comes to automated invoice processing, it’s important to have the right tool to execute the process or things can quickly go south. If you’re looking to learn more about automated invoice processing, visit Rillion’s website.

Feature Image Source: Photo by Rillion