Author: Rachel Tilley
As businesses continue to face rising transaction volumes, increasing regulatory demands, and the ongoing shift toward hybrid and digital-first working environments, automating invoice processing has become less of a nice-to-have and more of a necessity.
According to recent industry research, over 70% of finance teams are actively working to eliminate manual data entry and paper-based invoicing, prioritising speed, accuracy, and control. With environmental pressures and cost-efficiency at the forefront, reducing paper usage through digital invoice workflows is now a strategic objective for many organisations.
Modern invoice processing software plays a key role in this transformation. By digitising invoice capture, automating approvals, and integrating with finance systems, businesses can improve accuracy, boost compliance, and reduce the burden on Accounts Payable teams.
In this article, we explore nine key reasons why organisations are turning to invoice automation from tackling duplicate payments to strengthening audit readiness. Discover how the right software can improve efficiency, reduce costs, and support smarter financial operations.
Manual data entry is not only time-consuming it’s a high-risk process that leaves organisations vulnerable to errors, delays, and compliance issues. Entering incorrect information into your finance system can lead to overpayments, missed due dates, or failed audits, all of which carry financial and reputational costs.
These errors are often only detected after hours of investigation, diverting valuable time and resources away from strategic finance tasks. In a high-volume environment, this inefficiency quickly adds up especially if you're still dealing with paper invoices or email-based workflows.
Every time an invoice changes hands whether it's passed between departments for coding, approval, or processing there's an increased chance of a mistake, misplacement, or delay. These manual touchpoints create unnecessary friction and bottlenecks that can easily be avoided with automation.
With DocTech’s intelligent invoice processing solutions, data is captured accurately from the very beginning whether invoices are received via email, uploaded through a supplier portal, or scanned from paper. Using DocuWare’s advanced OCR and intelligent indexing, key invoice data is automatically extracted and validated before being sent directly to your finance or ERP system.
This reduces manual input, eliminates duplicate data handling, and ensures records are accurate, auditable, and instantly accessible.
Disconnected systems create silos, inefficiencies, and frustration. When finance teams have to jump between platforms, re-enter the same data, or manage approvals outside of core systems, productivity takes a hit and so does data accuracy.
Modern invoice processing solutions are designed to integrate seamlessly with existing finance, ERP, and procurement platforms, enabling end-to-end workflows without disruption. When systems work together, staff can manage the entire process from a single interface, reducing duplication, delays, and manual effort.
Tight integration also improves visibility and reporting giving teams access to real-time financial data, streamlined approvals, and more informed decision-making.
DocTech specialises in delivering flexible integration with a wide range of systems including popular ERP, finance, and document management platforms. Whether you need deep integration with SAP, Microsoft Dynamics, Sage, or a bespoke system, our solutions are built to fit seamlessly into your existing infrastructure.
Our invoice processing software works in the background, connecting your workflows so users experience a smooth, unified process that enhances efficiency, reduces errors, and scales with your business.
Automating invoice processing isn’t about replacing people it’s about empowering them to do higher-value work by removing repetitive, manual tasks. When finance teams are bogged down chasing approvals, rekeying data, or waiting on documents stuck in someone’s inbox, it creates unnecessary stress and prevents them from focusing on more strategic responsibilities.
Frustration builds when staff can’t access the information they need especially when working remotely or across multiple locations. Without centralised data and streamlined workflows, delays become the norm, and morale takes a hit.
With modern automation tools, invoices are digitised, centralised, and instantly accessible. Approvals can happen on any device, from any location, enabling faster processing and freeing teams from unnecessary admin work.
DocTech’s invoice processing solutions are designed with your users in mind. They’re intuitive, quick to deploy, and easy to adopt eliminating the need for lengthy training sessions and complex system changes.
By removing manual bottlenecks and giving staff access to the data they need when and where they need it our solutions reduce stress, improve efficiency, and create more capacity for value-added work across your finance team.
A purchase order (PO) is a document sent from a buyer to a supplier to request a product or service. It includes a PO number to be able to track the purchase from start to finish and provide a record of that purchase.
The PO may require approval from various people or departments depending on value, what’s being ordered or the position of an employee within the organisation.
If this chain of approvers is long it’s likely the process is slow and possibly even complicated. A purchase order being passed between numerous people and / or departments means the chances of error increases. Information can be lost, the status of a purchase is inaccurate and there is no visibility of where the process is up to.
The best automated invoice processing software is one that combats all of the above, using one system to streamline the whole accounts payable process. DocuWare not only integrates with existing finance software such as Sage or SAP, but can provide a customised and digital workflow to manage the approval process.
Invoices can be routed in a multi-step approval process, split code booking is accommodated and those invoices that need to be rejected and dealt with separately can have their own document workflow and path to follow.
5. Real Time Monitoring Gives Greater ControlFor Finance Directors, being able to track payments, cash flow and money owed at any given time is vital. Mounting pressure on finance teams to increase the speed of accounts processing and to provide accurate reports means chaotic systems and unorganised processes won’t work. Paper gets lost and emailed invoices aren’t accessible to everyone.
Being able to closely check billing discrepancies and payment terms means late fees are avoided and businesses can take advantage of supplier discounts. Shorter invoice processing times means decreased financial risk.
Electronic invoice processing increases the visibility into Accounts Payable and Accounts Receivable processes. Using DocuWare for invoice processing, authorised users can access the full payment cycle and easily see the status of any invoice.
Automated digital workflows replace and enhance existing manual processes. With full access to your workflow it’s easy to monitor progress, manage any bottlenecks and see what tasks lie with which team member.
With growing regulations across all industries including GDPR, Covid Risk Assessments, HIPAA, and Health and Safety to name a few, having the correct documentation and processes in place can mean the difference between on-going production and being closed down.
Data privacy and retention policies need to be managed carefully to avoid non-compliance issues and costly fines. These areas of business that can often be overlooked or moved to the bottom of a ‘to do’ list.
DocTech’s automated invoice processing solutions, ensure full traceability, secure access controls, and adherence to retention policies all built into your day-to-day workflows.
Invoices are captured with 100% accuracy, timestamped, and stored in a secure, encrypted environment. Access rights are role-based, ensuring users can only view or edit the documents relevant to their responsibilities. Full audit trails are automatically maintained for every document, providing transparency and peace of mind.
With legal obligations requiring invoices to be retained for at least six years, DocuWare enables automatic, policy-driven storage eliminating reliance on paper archives or shared folders. Once the retention period ends, the system can automatically delete records or trigger a review, helping you stay compliant without manual intervention.
While implementing a software solution has associated costs, we hear from many of our clients that the return on investment happens within months. Organisations need to think about how much paper, printing and storage facilities cost which in turn can be virtually eliminated with invoice processing software.
How much time are employees wasting on searching for documents across filing cabinets, server folders or inboxes. How long does it take to store information away securely and to input data manually?
Speak with your team to work out the time then convert this into an hourly wage to understand the monthly cost. It’s not only worth thinking about the monetary value, but also morale and the unnecessary stress caused by these manual tasks.
DocTech’s digital invoice processing solutions eliminate the need for printing, filing, and physical storage. Invoices received by email or scanned from paper are automatically captured, indexed, and stored in a secure digital filing cabinet — with no need for manual handling.
Information is easily searchable and accessible by authorised users from any location, reducing time spent hunting for documents and ensuring nothing gets lost or misplaced.
By streamlining the entire process from data capture to approval your organisation can cut overheads, improve efficiency, and reallocate staff time to higher-value activities, delivering measurable savings and efficient ROI.
Every organisation has unique processes, approval chains, and compliance needs and your invoice processing software should reflect that. A flexible, customisable solution empowers finance teams to build workflows that align with how they actually work, rather than forcing them to adapt to rigid, one-size-fits-all systems.
With the right solution, invoices can be automatically routed to the correct person or department, escalations can be triggered when deadlines are missed, and notifications can keep the process moving all based on your specific business rules.
Whether your goal is to streamline approvals, improve cash flow visibility, or meet industry-specific audit requirements, a tailored solution ensures that your software supports your processes not the other way around.
At DocTech, we understand that no two businesses are exactly alike. That’s why we take the time to understand your existing invoice process, identify opportunities for improvement, and design a solution that delivers the results you need.
Our invoice automation systems, powered by DocuWare, are fully configurable whether you need to prevent duplicate payments, simplify audit preparation, reduce time pressures on staff, or all of the above. With our expertise, you’ll gain a solution that fits seamlessly into your operations and grows with your business.
Electronic invoice processing provides instant access to information which improves relationships with suppliers and customers when any queries arise.
Paying suppliers in good time can result in better prices, quicker service and early payment discounts.
How DocTech can helpWith a DocuWare solution, data is securely stored and available in a matter of clicks. An automated system provides enhanced supplier relationship management with a simple on-boarding process through to regular and timely invoice payment.
Alerts can be set up to any time sensitive situations such as contract renewals or payment deadlines.
Your accounts payable requirements are unique to your organisation. Factors such as invoice volume, the complexity of your processes, the nature of your business, and the systems you use will all influence your needs. These variables can quickly lead to very detailed conversations, which are best explored directly with one of our team members.
For instance, DocuWare’s workflow automation lets you set up rules for GL coding and invoice routing, making sure each invoice goes to the right approver and is coded accurately. You can create rules that assign GL codes automatically based on vendor, invoice amount, or expense type, simplifying the allocation process. This level of automation will appeal strongly to those with advanced requirements, while others with simpler needs may not require such technical features.
That’s why every conversation we have is tailored specifically to your business.
Finance teams still relying on disconnected systems, manual processes, and outdated tools risk falling behind. Invoices are critical for managing cash flow, tracking sales, and forecasting accurately and when they're lost or mishandled, the cost can be high.
Overwhelmed staff, delayed approvals, and frequent supplier queries not only impact productivity but can also lead to compliance and security risks.
It’s time to take control of your accounts payable challenges. DocTech’s invoice processing solutions are secure, scalable, and integrate seamlessly with your existing systems whether on-premise or in the cloud.
Ready to reduce costs, increase accuracy, and improve efficiency? Book a discovery call with our team and start making a real difference.
info@doctech.co.uk
0161 647 7040
