What is Invoice Processing? Definition, Steps, & More

Each of the practices on this list should be followed, whether you automate the accounts payable process or not. Once the invoice has been checked and logged, the AP sends the invoice for final approval before making a payment.

For example, invoices from an approved vendor under a certain dollar amount can be automatically approved — with no human touch. When invoices are captured and stored in an easy-to-use electronic system, you can prepare for audits or answer questions from business partners about accounts more quickly. Once the accuracy of an invoice is verified, depending on your business rules, it may be approved and sent to be paid. If additional approval is necessary, the invoice should be routed to the appropriate approver. DocuWare provides digital document management and automated workflows to organizations of any size and across all major industries from manufacturing and retail to healthcare and government. Paper-based processes are a proven cost burden that impede workflow, harm collaboration and pose significant security risks.

Automating invoice processing

MineralTree has an intuitive end-to-end workflow that’s highly configurable and optimized for every user role, https://wave-accounting.net/ from the AP clerk to the CFO. This ease of use and configurability improves efficiency — and your bottom line.

Reduce the processing time needed by creating a strategic approach for your company to process invoices. Automated invoice management software is programmed to capture invoices in whatever format they are published. This way, you can ensure that no invoices are missed or delayed for payment. It makes the vendor satisfied, when they notice the instant acknowledgment from your end. When you automatically receive invoices, you know where to look and never miss any of them.

Double Payments

Later you can schedule the payment and set the workflow to process further. And it sends real-time notifications to approvers and initiates the transaction. The invoice processing cycle is made up of several composite steps, which together make up an established workflow. This can be represented in a flowchart which includes steps for receiving an invoice, logging and approving it, and paying the supplier.

The microflow should extract data from the invoice files in bulk and then map the data to an entity using the import mapping that you created. Improving how your firm handles invoices may benefit how you interact with the companies providing you with goods and services. For example, maintaining deeper relationships with suppliers is made more accessible using a more efficient system. This is because the invoice process makes it simpler for third parties to ensure they will be paid on time. From there, the invoice amounts must be checked and approved for payment, which can involve being coded for the right account, project, or cost center. If your business uses purchase orders, this may also involve PO matching. The monetary values on the invoice are then reviewed separately by the accounting department to confirm they are correct.

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An automated solution can help to bring this about, while also reducing the chance of errors and enabling better control of working capital. Automated invoice processing is using software to take care of all the invoice processing steps. It narrows the scope of human errors and helps process an invoice as quickly as possible. Invoices are received by businesses in various forms, including How To Process An Invoice paper invoices, PDFs, electronic documents, or electronic invoices. The invoice has to be scanned first, and data must be recorded before being entered into the system. The entire series of steps is what’s known as invoice processing, and is usually done with the help of software. Companies waste plenty of their precious time processing invoices via old-school approaches.

Hence the goal of the AP team is to streamline the invoice management process with the help of well-structured invoice management software. To use the Invoice Processing app service, first you need to create a model, then create an import mapping using a sample invoice. The import mapping defines how to map extracted data from invoice images or PDFs to an entity. After you create this, include the Invoice Processing activity into a microflow. This microflow should be set up to accept the list of documents , your trained model, and the import mapping.

How Gaviti Can Make It Easier To Use the Proper Invoicing Procedures?

It is also one of the most time-consuming parts of the AP cycle. With AP automation software, every touchpoint with an invoice is captured and stored automatically in a time-stamped audit trail. From communications to approvals to payment, it’s all right there with the invoice itself.

Other small to medium sized businesses email a PDF copy of the invoice to the approver. Now the invoice details are in your system and a copy of the invoice is filed. Authorized approvers are sent invoices for a payment decision. Invoices are prepared for approval by coding and updating the invoice data.

Content verification determines whether the product being billed for was the one actually ordered and received. The number of items, quality and the agreed price are also checked at this point. These tasks are usually handled by clerks in the accounts payable department, receiving department or purchasing. The CoreIntegrator Verified AP Data Capture Service enters invoice data into your system within one business day. This service automates data entry with near 100% accuracy verified by up to 4 human reviewers.

Once you have integrated the automation software, you can customize its features to help you achieve your business goals. Make sure to take advantage of options like automated invoice coding and approval routing, as these are vital in increasing efficiency. The more complex the system, the more likely it is that errors or late payments will occur. Look at the existing workflows and identify where bottlenecks arise in the approval process. If all documents match, the supplier invoice will be approved for payment.