Accounts Payable Automation

Capture Your Incoming Invoices

IntelliChief leverages Process Automation to add invoices to your processing queue as soon as they arrive. It captures invoices and saves them to the IntelliChief archive. IntelliChief robots monitor email addresses and fax networks around the clock, allowing your organization to identify new supplier invoices and import them straight into the system without human intervention.

Match Your Invoices to the Corresponding Purchase Orders and Receipts

As each invoice arrives, IntelliChief robots get to work. They automatically look up the other business documents that go along with the transaction, including purchase orders and receipts that you already have saved in your ERP. From there, IntelliChief robots analyze and compare your data to verify that charges are only applied to items that you ordered and received. They confirm that unit prices and surcharges are correct prior to payment so you don’t have to.

Distribute Non-PO Invoices for GL Coding & Approval

When you receive an invoice for a non-purchase-order transaction, IntelliChief robots automatically route it to a user who can approve the payment. Even if you have a complex approval process, IntelliChief’s intuitive toolset makes it easy to create and edit multi-step workflows that send your invoices to various departments or employees. IntelliChief also lets you assign GL codes for any purchase without having to log in to your accounting software.

Manage Your Invoices on Mobile

When your employees are working remotely, they can still complete their accounting workflows. Mobile access lets users view, approve, and code invoices from a smartphone or tablet. Your entire accounting department can collaborate on the go, with no costly delays.

Find Solutions for Invoice Discrepancies

When invoices are correct, our Accounts Payable automation tools can process them straight through without human intervention. When there’s a simple error, such as a mismatch between currencies, IntelliChief robots can resolve the issue automatically.

When an invoice needs a manual review, IntelliChief routes it to a user for resolution. It highlights the errors so they’re easy to find and attaches any documents your team might need to sort out the issue. IntelliChief robots keep an eye on your outstanding approvals, too. They send out automatic reminders to keep your team on track.

Import Invoice Data Into Your ERP

As each invoice is processed, IntelliChief robots collect the data and send it to your Enterprise Resource Planning system, ensuring that you don’t have to worry about transcription errors. Our robots scan, identify, organize, and perform tasks that keep your information available with a single click. Even when working in your ERP, your employees can access all of the information they need without leaving their core application screen.

Pre-Schedule Payment

Our AP automation software works with your ERP or line of business system to create vouchers and schedule payments. When an invoice is eligible for an early payment discount, IntelliChief can add the payment to your next available check run.

Archive Processed Invoices

Another benefit of a paperless AP department? You don’t have to store your invoices in your office for years on end.

As each invoice is paid, it’s added to an electronic archive. Any authorized user can retrieve it at any time. And once the records are no longer needed? IntelliChief can securely destroy them, helping your business comply with industry regulations.

Prepare for Accounts Payable Audits

Our software has a built-in invoice tracking system. This lets you create a complete record of every time a document was approved (and by which user). You can provide third parties with access to your business information, making it easy to prepare for Accounts Payable audits.