Automated invoice processing refers to a kind of finance workflow software. Automated AP software uses the tools on offer from Document Management Software (DMS) to digitise and streamline the entire AP process from PO, Delivery Note, invoice then approval, archiving and payment.
Rather than handling paper copies or manually entering data into finance systems, your team can rely on intelligent automation to do the heavy lifting.
Worth a Read: 5 Signs it's The Right Time to Implement Document Management Software for Automated Invoice Processing.
You might even implement the DocuWare Public Forms to start processes such as New supplier onboarding like many of our clients use.
DocuWare can be used to efficiently allocate payments for invoices, especially those with multiple payment allocations or split invoices. It allows for the use of filtered select lists, automated workflows, and integration with ERP systems to streamline the process and minimise errors.
Automatic Data Capture: Invoices received by email or uploaded are scanned, with key fields such as invoice number, dates, amounts and suppliers extracted automatically using OCR (Optical Character Recognition) and intelligent indexing.
Validation and Matching: Invoices are matched against purchase orders and delivery notes, reducing the need for manual checks and ensuring compliance with internal policies.
Approval Workflows: Invoices are routed automatically to the right approvers based on custom rules (e.g. department, project, value thresholds), helping prevent bottlenecks and delays.
ERP Integration: DocuWare integrates with your existing finance system like Sage, SAP, QuickBooks or industry-specific platforms so data flows directly into your core financial processes without re-keying. Read the Wernick Case Study.
Audit and Compliance: Every action is tracked and timestamped. Access permissions and digital stamps offer a clear audit trail for internal or external reviews.
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The DocTech team’s knowledge of DocuWare is really impressive. As well as that, they also understand our industry and departmental business processes and systems. The implementation was really smooth and efficient.
The digital transformation at Serviceline has set a new standard for efficiency and accuracy in their operations. Their Ops Director highlighted the significant impact, stating, "DocuWare has become the centre of all activity - we use the documents to centralise our activities."
Using DocuWare has made our lives so much easier, both internally and for our customers. It makes us look professional and allows us to move much faster. DocTech give us UK-Based Support: Fast response times, helpful team, and a personal service.
DocTech continues to support SHG beyond deployment, refining workflows and ensuring user adoption as well as further integration capabilities with their Housing management system – Civica CX. The relationship didn’t stop once the system went live. That post-implementation support really helped us optimise our setup.
We used to spend around three hours a day looking for paperwork. Since our documents are now available digitally, with a click of a button, we were able to significantly improve our customer service. We wanted our administration service levels to match the quality of our products, and with DocuWare we have achieved just that. It has become an essential business tool for us.
Everything is now filed and is easily retrievable in one document repository. Our Customer Services team achieved a time saving of approximately 15 hours of filing per week – i.e. ½ hour per person x 5 days. The system has provided greater security, retrieval is simpler and faster, with all the information accessible from any location. We continue to work closely with DocTech on future enhancements with other teams within our business.
All paper has now gone! We still have some historical documents we occasionally need to refer to and when we do, they are scanned into the digital cabinet and then destroyed. The biggest benefits of implementing DocuWare is the accessibility of information across the office, saving on storage space and saving some trees! The ease of use, and the support from DocTech is very good.
Staff no longer waste time looking for documents. Documents are retrieved in seconds using fixed index. There is no more need for physical storage and the filing archives soon will be gone.
This has been an IT success story for Mosscare. On the one hand staff have embraced this one piece of technology better than any other. On the other hand we are now able to offer a much better service than ever before.
Thanks to our DMS, we are saving a lot of the time normally spent on searching and storing documents, basically the work of one part-time employee. This means that we were able to reach our aggressive growth goals with our existing resources.
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Digital Accounts Payable solutions offer a multitude of rewards. The main ROI is the reduction of data entry which saves time (and money) and reduces the risk of errors. These benefits are supported further by automated workflows and task lists and the integration with your ERP or Finance systems.
Your accounts payable requirements will be specific to your organisation. Your needs will depend on the invoice volume and complexity of your accounts payable processes. The nature of your business and the systems you use are also a big factor. These permutations can quickly lead to very technical discussions which are far better done with one of our team directly.
Getting paid on time is critical for all businesses and we're sure yours is no different.
But what are doing to ensure your organisation receives payments quickly and accurately?
Organisations generally use a Finance or ERP type system to manage their projects, timesheets and resources.
These systems often lack the accounts receivable element, forcing finance staff to use the data from those systems to manually create invoice documents.
Time is spent manually copying and pasting data into MS Word templates or filling in complicated spreadsheets, all of which delay getting invoices out to customers.
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The software we provide is routinely used for Accounts Payable Automation and has features to help you tackle your Accounts Receivable process.
You can streamline your invoicing to ensure invoices reach your customers as soon as your work is complete, without the need for manual input.
1 - Based on predefined rules, we extract the invoice data from your main business systems.
2 - Data is ingested into the DMS (usually DocuWare).
3 - The data is merged onto your personalised invoice template.
4 - DocuWare automatically stores the merged documents and triggers an email (with the invoice attached) to relevant customers.
No more manual data entry, No more delays in getting paid.
We can also send the invoice data into your finance package to generate the invoice transactions ready for when the payment arrives.
Our experienced integration team can bridge the gap between your systems, capturing incoming payment information, reconciling customer remittances, and updating the transactions in your finance package to reflect the payments you have received.
The software routinely used for Accounts Payable Automation has features to help you tackle your Accounts Receivable process.
You can streamline your invoicing to ensure invoices reach your customers as soon as your work is complete, without the need for manual input.
From discovery to go-live and beyond, our team remains involved to make sure your solution evolves with your needs.
Your accounts payable requirements will be specific to your organisation. Your needs will depend on the invoice volume and complexity of your accounts payable processes. The nature of your business and the systems you use are also a big factor. These permutations can quickly lead to very technical discussions which are far better done with one of our team directly.
For example, we can tell you that DocuWare's workflow automation allows you to define rules for GL coding and invoice routing, ensuring that invoices are directed to the appropriate approver(s) and accounts. Rules can be designed to automatically assign GL codes based on vendor, invoice amount, or expense type, streamlining the allocation process. This will spark huge interest in some people and little to others who might have less technical needs.
The conversation we have with you will be specific to your business.
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We recommend starting with a Free Discovery Call, where our experts will map out your existing accounts payable processes and identify areas for automation and improvement.
info@doctech.co.uk
0161 647 7040