Accounts Payable Automation Software: Invoice Processing and Payment Solutions for Faster AP
Accounts Payable automation software can help you streamline your most time-consuming workflows. With less manual work for your AP department, you can make your entire purchase to pay cycle faster and more efficient.
IntelliChief is designed for end-to-end AP automation. Our solutions make it easy to:
Import invoice data directly to your ERP
Validate each line item with the corresponding purchase order
Route non-PO invoices to managers for approval
Look up and assign GL codes
Create payment vouchers
With automation taking care of these tasks behind the scenes, your team doesn’t need to get involved unless there’s a complicated exception that needs to be resolved or a high-value transaction that needs a manager’s approval prior to payment. A higher straight-through processing rate means less work for your team – and that’s exactly what we can help you achieve.
AP Invoice Automation
Our solutions can capture new invoices as they arrive. It can monitor the fax and email networks that you use to communicate with your suppliers, automatically importing new documents. Invoices don’t end up overlooked in your mailroom, and your processors don’t have to manually sort or distribute them.
For suppliers who still send out traditional paper invoices, you can scan them in as they arrive; our software takes care of the rest. Accounts Payable automation software lets you manage both hard-copy and electronic documents on the same platform.
Invoice Data Capture
Instead of manually entering each invoice into your enterprise resource planning system, IntelliChief can send the information electronically. Our software uses optical character recognition (OCR) to “read” each invoice the same way a person would. It captures the data you need for your Accounts Payable workflows – such as your invoice numbers, prices, and payment terms – and sends this information to your other business systems.
Invoice Matching and Validation
Once your information has been added to your Accounts Payable application, IntelliChief can use it to match and validate your invoices. Our software compares each invoice to the original purchase order and corresponding receipt, eliminating the need for your AP clerks to review each line item by hand, allowing your business to reduce your invoice handling cost with automated matching and validation.
To help you spend less time processing your invoices, IntelliChief can help you resolve minor discrepancies. Our Accounts Payable automation software can automatically convert currencies and units of measure, without having your employees get involved for simple calculations. It can even:
- Use machine learning to “remember” the way you dealt with discrepancies on previous purchases
- Cross-reference your ERP data tables to confirm that information is correct
- Recognize special charges (such as shipping costs and import taxes) that are present on an invoice, but not on the original purchase order
This helps you process as many invoices as possible without human intervention.
Invoice Approval Routing for Non-PO Transactions
When you approve your non-PO invoices, our software can send the documentation to the person who originally requested the purchase. They can approve (or deny) the payment request, letting you speed up your Accounts Payable workflow. (Even if you use multi-step approval hierarchies for high-value transactions, IntelliChief can deliver the documents from one user to the next in the correct sequence. Learn more about electronic approval routing.
You can assign GL codes to each invoice directly from IntelliChief – even if you don’t have access to your primary accounting software. Our platform provides you with a complete list of codes based on what you have stored in your ERP. This makes it easier to account for every business purchase.
Voucher Creation and Invoice Payment
Once each invoice is matched, coded, and approved, IntelliChief can schedule the payment in your ERP. You’re provided with a ready-to-use payment voucher, using the data you already have stored – no need to create one manually. Our Accounts Payable automation software even checks to see if each invoice is eligible for an early payment discount, helping you strategically plan your check runs to improve your bottom line.
Accounts Payable Record-Keeping
Once you’ve processed each invoice, you can create a voucher and schedule it for payment. IntelliChief archives each transaction as it’s completed, helping you eliminate duplicate payments.
As you move through your Accounts Payable workflows, you can access any of your archived information with a single click. Access is secure yet flexible, giving businesses the ability to provide an auditor with access to a complete digital paper trail of all Accounts Payable documents and transactions.
Our Analytics module also gives you complete visibility into your company’s spend. You can easily see where your business is running into issues, like delayed approvals or vendor inaccuracies. You can then use those insights to create a much more efficient Accounts Payable department.
Configurable Accounts Payable Automation Software for Your Business
IntelliChief’s Accounts Payable automation software works the way that you work. That means:
- Smartphone and tablet-based access for remote employees and on-the-go collaboration
- Simple “to do” list inboxes for each user, with automatic notifications and reminders to keep your Accounts Payable workflows on track
- Robust, configurable integrations that connect all of your accounting and finance technologies seamlessly
- Easy scalability across different workflows and business units
Plus, we’re more than just a software system. You get the benefit of world-class support and a product that’s tailored to your company’s specific needs.
Our experts can customize a solution that supports your business as well as your technical architecture – and update that solution to reflect your needs as they change. You have the opportunity to build out custom Accounts Payable workflows at implementation, keeping your existing procedures in place. Even if you migrate to a new AP application in the future, you can continue to use IntelliChief – without losing the documents or workflows that you already have stored.
Our team handles everything from implementation to training, making your digital transformation as simple as possible. And with comprehensive automation functionality that you can use throughout your entire enterprise, IntelliChief lets you make the most of your strategic investment.