Our Invoice Processing solution automates the tedious process of capturing, submitting and paying supplier invoices. It makes use of the WebExpenses workflow and like WebExpenses it is web-based, quick-to-implement and easy-to-use.

The feature set allows for invoices to be processed quickly and efficiently and without formal training on the part of users:

• Approval routing is configured based on predefined roles.
• Invoices are attached electronically, either by the AP team or by the employee who initiated the purchase.
• Invoices can be attached in many formats: They can be in the form of a scanned document, a digital photograph or an email and accepted file formats include .jpg, .doc, .HTML or .pdf.
• Email is used as a messaging tool to inform Approvers that there are invoices awaiting their approval.
• The Approver is able to add additional notes and allocate the amount of the invoice between cost centres and/or projects.
• Reports functionality is extensive, with custom reports allowing information to be tailored to meet specific requirements.

Invoice processing workflow

Key benefits

Our Invoicing Processing functionality helps improve efficiency in many ways, including:

• Employee cost savings – The AP team and Approvers are able to review and approve invoices quickly and easily.
• Shortened cycle times – A short approval and payment cycle allows for early payment discounts to be fully utilised.
• Improved compliance – Consistent policies and procedures improve compliance and auditability.
• Traceability – The AP team and other employees involved in the purchase initiation or approval can easily track the status of all invoices through the payment cycle.  This reduces queries and allows for accurate accruals at period end.
• Preventing duplicate payments - The risk of duplicate payments that can result from having multiple copies of a single invoice is significantly reduced.
• Fewer lost invoices – Removing the need to send paper invoices eliminates the risk they will be 'lost in the post'.
• Reduced direct costs – Electronic processing reduces postage and document storage costs.
• Comprehensive reports – Reports allow for accurate analysis of spend by employee, cost centre and supplier, while improving auditability of the invoice process.