Paperless Solutions

COVID-19 Raises New Health Concerns About the Use of Paper in the Office

Paperless Solutions

Whether as an individual, a business, or an enterprise, there are already innumerable reasons to reduce or eliminate your reliance on paper. Paper can be harmful to the environment, inefficient in the office, and incompatible with the global shift towards digital business. However, despite virtually every sign indicating that the time to go paperless has arrived, another argument against the use of paper for business has materialized seemingly out of nowhere: COVID-19.

A Paperless Office Can Help Prevent Transmission

In a world where readily available cleaning supplies kill 99.99% of viruses and bacteria, it’s easy to grow complacent when it comes to actively managing and improving your office sanitation plan. With the threat of the coronavirus looming overhead, now is a great time to re-evaluate your strategy so you can limit transmission once the economy has reopened.

That means more than restocking your cleaning supply closet and doubling down on hand sanitizer, it means taking the necessary steps to facilitate a paperless office that all but eliminates unsanitary filing and other processes that require the direct handling of paper. By researching paperless solutions today, you can begin to deploy a manageable, cost-efficient plan when Americans return to work.

Journal of Hospital Infection: Viruses Can Survive on Paper for Up to Five Days

An office is one of the most susceptible environments to contagious viruses. Individuals work closely together, sharing office supplies and engaging candidly as they solve problems. Taking a direct, hands-on approach to tackling business challenges is always an effective strategy; however, it also weakens your defenses against transmission.

The Journal of Hospital Infection studied several strains of coronaviruses and tested their longevity on inanimate surfaces. On paper, viruses were found to survive for as long as five days or as little as five minutes. In other words, paper poses a potential risk for transmission. If a sick worker prints a document and passes it to other employees, the virus could spread. If the virus is able to survive for five days and the document requires several reviews or approvals, the effect on an office could be devastating for employee health and business continuity.

There are other office supplies that support paper use and pose a threat, too. Cardboard filing or shipping boxes (24 hours), hard plastic copiers and other office supplies (2-3 days), and metal cabinets or file storage (5 days) also pose a threat for transmission. There’s no need for these items in a paperless environment, which means fewer surfaces are touched by employees.

Paperless Solutions for a Smooth Return to Work

Americans across the country are eager to get back to work. It’s up to businesses to ensure that, when they do, they have everything they need to work safely and efficiently. In a paperless office, they can do both. A paperless office is faster, more efficient, and less error-prone. It ensures that business-critical documents are always accessible and within reach at the touch of a key while eliminating human error and redundancies that reduce your bottom line.

If you want your business to continue to grow once the COVID-19 crisis has subsided, supporting a paperless environment is the first step. Once all your documents are stored in a secure digital repository (think of it as a centralized HUB for your enterprise information) you can take advantage of several other benefits including business process automation, remote content management, and no code workflow management (on no-code platforms). Considering the bevy of reasonable arguments against the use of paper, it really comes down to two questions: Why do you still rely on paper? How can we help?

 

IntelliChief stands by businesses affected by the coronavirus, which is why we are actively supporting those that recognize the value of a paperless office as one aspect of their plan to beat the virus and come out stronger than ever before. Please contact us today with any questions or to learn more about how we have been helping businesses maintain continuity during the ongoing COVID-19 crisis.

 

COVID-19 Crisis

In the Midst of the COVID-19 Crisis, Companies Are Accelerating Efforts to Go Paperless

COVID-19 Crisis

IntelliChief, the leader in Enterprise Content Management (ECM), discusses the distinct advantages of working in a paperless office while detailing top businesses that have reinforced their commitment to “go paperless” to help them contend with the ongoing COVID-19 crisis.

Note: This article references information that was originally reported by Katey Pigden of Money Marketing.

As I write this, we are nearing the three-month mark since the first confirmed case of novel coronavirus, 2019-nCoV. Who could’ve predicted such a turbulent start to 2020? The virus wiped out nearly two-thirds of winter and conservative estimates have all but canceled the entirety of spring.

As Americans isolate themselves in accordance with government-mandated stay-at-home orders, business leaders are scrambling to find ways to protect their employees and their businesses despite being severely limited by the unexpected shift to restricted, reduced, or remote work. Even those businesses that are in the unique position to flourish during a time like this are being presented with new challenges that are pushing them to their limits and revealing the truth about their outdated and inefficient core business processes. And while some businesses are focused solely on survival, others have noticed a window of opportunity to do something truly special – go paperless.

Go Paperless Benefits

There’s no denying the fact that we now find ourselves in a time of uncertainty and change. Your ability to adapt as an individual and leader, and your success applying your values to your business, will define your experience during the COVID-19 crisis. Are you going to tuck tail and run? Or are you going to take the necessary steps to beat COVID-19 and safeguard your business from interruptions for good?

Multrees Doubles Down on Initiative to Go Paperless in Response to COVID-19

In a swift move to boost productivity and efficiency for customers and employees alike, Multrees Investor Services has finished the first phase of implementation in their bid to go paperless.

Jaco Cebula, COO of Multrees, notes that these changes “will streamline key processes, by drastically reducing the need for paper documents, while maintaining the security of client money and data. And, crucially, it will also help ensure the smooth running of services for our clients at this crucial time.”

According to Cebula, Multrees has made a company-wide commitment to eliminate paper and better serve their clients and suppliers.

“We now interact with many advisers on a paperless basis and it is our ambition to become a completely paperless platform, so we are currently working on a number of other projects to build on this progress.”

Transact’s Attempt to Go Paperless Falls Flat For Advisers But Project Will Continue

Despite an underwhelming response from advisers who were less than satisfied with Transact’s initial attempts to go paperless, the company will continue to adapt their processes in response to the COVID-19 crisis. So far, the company has made it possible for advisers to open an Isa or Lifetime Isa for clients without manually submitting a paper application.

Unfortunately, the process has been met with criticism from advisers who consider it unintuitive and functionally limited.

In an interview with Money Marketing, Red Circle Financial Planning Director Darren Cooke spoke candidly on the topic, noting that Transact is “still very paper heavy at account opening both for paper going to them and the paper they send out to a client.”

He went on to describe the paper-intensive process to open an Isa account in full:

  • It requires four different forms
  • It requires additional forms for transfers
  • Each of these must be printed, signed, and submitted
  • The client receives “reams” back
  • After initial set up, reliance on paper is reduced but still significant

The solution? According to Cooke, “They could cut out a huge amount of the upfront paperwork and put it all online and massively reduce the amount of paperwork they send out to clients. It would save them a fortune in paper, print and postage costs. You never know they may even be able to knock a bit more off their charges.”

Transact may not have struck gold on their first attempt to go paperless, but they have already taken several steps forward since they first considered the value of cutting their reliance on paper years ago. This effort should be applauded. Changing strongly engrained business processes is no easy task, but the potential benefits far outweigh the challenges of implementation.

Planning for the Future During Active Business Interruptions

With the economy in decline and businesses barred from opening their offices to their employees, is it really the right time to make sweeping changes to your organization? Considering that the only businesses running at peak efficiency are those with well-established remote work infrastructure, it’s difficult to envision a better time to invest in a paperless office.

Today, when the office is closed, your business shuts down until the following morning. In a paperless office, especially one that is supported by business process automation, your business is always running, even when your workers are spending time with their families or resting. And even when a force majeure event like COVID-19 suddenly prevents your workers from leaving their homes.

As a nation, we know that we will eventually defeat COVID-19 and bounce back from these trying economic times. However, in order to do so, we need to start preparing for the moment we flatten the curve. That means surviving this difficult time of uncertainty and laying the groundwork for a successful future.

How are you contending with COVID-19? Are you prepared for the next nationwide business interruption? When you go paperless, you take the first steps to building a frictionless work environment to help you get faster, more reliable, and most of all, more resilient.

As Albert Einstein once famously said, “The measure of intelligence is the ability to change.” Are you ready to work smarter, not harder?

We want you to know that we stand by your business during this unprecedented crisis. Our staff is ready to help answer all of your most pressing questions. To learn more about how IntelliChief can help your company go paperless and streamline business processes to eliminate waste and increase your bottom line, contact us today.

 

Business Interruptions

How to Keep Your Business Running When America Goes Remote

Sometimes, even the boss is forced answer to the powers that be – namely, local and state policymakers, and, in particularly concerning events, the feds. When force majeure events (i.e., catastrophic storms and pandemics) occur, it could be only a matter of time before your business is forced to close up shop. When this happens, having the ability to keep your business running – even if only at half capacity – could be the difference between a year of profits and a year of problems. For many businesses, the solution to this challenge is remote work.

As remote work continues to grow in popularity, business owners are beginning to take notice of the advantages of this unique work arrangement. Fewer business interruptions, a reduced dependency on physical infrastructure, and the ability to stay on track when force majeure events suddenly occur – there’s no shortage to the benefits of remote work. However, not all businesses are ready to take the leap from the office to the couch. In this article, we discuss several telecommuting tips to help you stay in business when unexpected events derail your operations.

Create a Remote Work or “Work-From-Home” Policy

Did you know that the number of U.S. workers who work from home has increased by more than 115 percent over the last 15 years? Coupled with findings from an American Sociological Association study that reported “higher levels of job satisfaction and reduced levels of burnout and psychological stress” for employees who were given the option to work from home, it’s becoming abundantly clear that remote work has progressed from a fad to a cultural movement within the U.S. job market.

Several recent events in the United States have put a spotlight on not only the importance of remote work for U.S. workers but also for business owners. If you want your workers to continue working when businesses are being told to close their doors, you’ll need to institute a comprehensive remote work policy to ensure that your workers have everything they need to perform their jobs safely, securely, and effectively when outside of the office. Here’s how you can get started:

  • Avoid a Boilerplate Policy – Draft Your Own!
  • Identify Workloads and Implement Activity Tracking
  • Factor in “Time to Implement”
  • Consult an Attorney for Guidance – No Assumptions!
  • Establish Expectations Early
  • Encourage Workers to Follow Their Normal Routine
  • Be Consistent

Take Security Precautions

Hackers are already using COVID-19 fears to spread malware, making it just as (if not more) contagious than the actual virus. Similar to how the virus spreads more easily to immunocompromised individuals, businesses that haven’t bolstered their security are more likely to be stricken by malware. With the Department of Homeland Security alerting businesses to “adopt a heightened state of cybersecurity,” the time to reinforce your network’s security has officially arrived. At the very least, employers should require multi-factor authentication for all work-related logins. Virtual private networks (VPNs) should also be employed to encrypt network traffic and keep your information safe.

Equip Telecommuting Employees With the Tools to Succeed

Another important consideration when enforcing a telecommuting policy is whether or not your workers have the tools they need to be effective. For example, if your AP department is telecommuting but doesn’t have the ability to access your enterprise resource planning (ERP) system to route invoices for approval, it’s going to be hard for them to perform meaningful tasks.

When employees work from home, they should have access to everything they need to fully complete their jobs – just like they would while in the office. Invoices sitting in a file on a desk back at the office are going to stay there until work resumes unless your business has a reliable way to receive invoices digitally, such as a monitored inbox that automatically routes documents to the proper user, even if that user is working from home. Ideally, your business is equipped for telecommuting with an enterprise content management system that features robust automation capabilities. Business owners will be pleased to know that remote workers are often times more productive than in-house teams – when equipped with the right tools.

Expand Your Remote Work Capabilities With Mobile Content Management

Remote Year defines remote work as “a working style that allows professionals to work outside of a traditional office environment.” Whether it be from home, a shared workspace, or the beach, remote workers get the job done no matter where they find themselves. Mobile content management is an expansion of remote work. It allows users to quickly complete important tasks from their smartphone without a dip in productivity. Mobile access allows your users to interact with business-critical documents anywhere their smartphone has service. Important business decisions, such as invoice approvals, can take place with minimal interruptions in a secure environment that follows you wherever you go.

Mobile content management allows these workers to access and manage any document in your ERP system in seconds – and they can even receive alerts with link shortcuts to minimize time spent navigating your system. If your company’s Accounts Payable and Customer Service departments are constantly processing incoming and outgoing Invoices and Purchase Orders, mobile access is crucial.

Ensure That Your Remote Capabilities Extend to Invoice Processing

Even the best-laid telecommuting plans are ultimately futile if your work from home policy fails to generate actual revenue when business is suspended. Due to this, business owners should be certain that their workers’ remote work capabilities extend to payment processing. By laying the groundwork for uninterrupted processing, your business can continue to accept and expend payments as needed to keep your business afloat.

In fact, with a solution like IntelliChief, you can continue to process invoices automatically without any manual intervention once they have been keyed into your system. And with IntelliChief Capture Enterprise, you can even automate the capture phase to usher invoices from a monitored email inbox automatically into IntelliChief for matching. Only matches that fail to meet your tolerances are handled manually. The end result? Fewer business interruptions and a distinct competitive advantage over your rivals.

To learn more about how IntelliChief empowers enterprise-class companies by helping them overcome business interruptions, contact us today.

 

IntelliChief

4 Common Matching Issues for Major ERP Systems

Matching Issues for ERP Systems

Is there anything more frustrating than footing the bill for a fraudulent or inaccurate invoice? For years, business owners have struggled to give their Accounts Payable (AP) departments the tools they need to prevent invoice processing errors related to manual data entry, duplicate invoices, and faulty exception handling — and it’s starting to take a toll on several industries.

According to Infor, “approximately 0.1% to 0.05% of invoices paid are typically duplicate payments.” In other words, a business that grosses $150 million per year could lose as much as $750,000 to duplicate payments over a five-year period. This “lost” money could have been invested in training, bonuses, infrastructure, and virtually anything else businesses need to succeed. For most businesses, utilizing a 3-way matching process is a reliable way to cut down on matching errors, but it can also lead to additional Accounts Payable challenges.

In theory, a true 3-way matching process matches not only the invoice and purchase order but also its corresponding receiving information, thereby eliminating the chance for duplicate payments and counterfeit invoices. Unfortunately, this process can be a hindrance for businesses that aren’t equipped with the tools to process invoices quickly and accurately. For instance, some enterprise resource planning (ERP) systems require the processor to manually check to ensure that all related documents have been received to approve the 3-way match and complete the AP process. Another common ERP-related issue is a system’s inability to read purchase orders (POs) and receipt tables, rendering automatic voucher creation an impossibility.

IntelliChief, an Infor solution partner and Oracle Gold Partner, was built to overcome these limitations with unparalleled workflow automation and invoice matching capabilities. Unlock your team’s true potential by eliminating pitfalls in your existing AP process and watch productivity soar as you reduce manual exception handling by as much as 50% or more.

Issue #1: Workflow-Restrictive Implementation

Too often we find that enterprise-class software wants your business to play by their rules. Whether you’ve been in business for one, ten, or one hundred years, your existing business processes should be respected and considered whenever new technology is incorporated into your workflow. One of the major detractors of point solutions that aim to address a single issue is a lack of flexibility. You can’t apply their technology to other departments or workflows, and you must mold your existing processes to “play nice” with their system.

IntelliChief is unique because it is an enterprise content management (ECM) platform that integrates directly with your ERP system and can be configured to your exact business processes. Whether you utilize a 2-, 3-, or 4-way matching process, IntelliChief can be configured accordingly to help you reduce lag time and AP errors.

Issue #2: Queued Matching

How do you streamline a process that grinds to a halt every time something unfamiliar enters your queue? On top of that, how do you ensure that easily processed documents aren’t trapped behind a wall of exceptions? Realistically, utilizing any sort of queue in your process will lead to slowdowns and additional Accounts Payable challenges. For example, if your team members must enter an invoice to see if the receiving has been completed, it’s only a matter of time before your entire system is bogged down.

As an Infor Solution Partner and Oracle Gold Partner, IntelliChief matches invoices in real-time to help businesses avoid late fees while capitalizing on opportunities for early payment discounts. Exceptions are routed into workflow and automatically processed once the system has enough confidence in a match or recognizes that it’s within your tolerances. Any exceptions that fail the confidence test are then routed to a user for manual approval, leaving only your most pressing (and real) exceptions to be handled by your AP department.

Issue #3: No Unit of Measure Conversion Capabilities

Reducing the number of exceptions in your AP process is a surefire way to increase productivity. Whenever your processors are forced to deal with an exception, they are committing extra time to a particular transaction regardless of its value. Whether a transaction is worth $1 or $1 million, every additional second your team requires to process it is being siphoned directly from your bottom line.

Unit of Measure Conversion

IntelliChief finds the match even when item numbers, quantities, and unit prices don’t!

Therefore, if you can reduce the amount of time spent handling exceptions, you can realize significant cost savings. IntelliChief can automatically perform unit of measure and part number conversions to reduce exceptions. For example:

  • Lithium grease can be purchased in a drum or a 5-gallon bucket. There are 55 gallons in a drum, which means there are 11 buckets in a single drum. If the invoice and purchase order express this amount (i.e. one drum) in different terms (i.e. one drum vs. eleven buckets) it will result in an exception and require manual intervention to process. IntelliChief utilizes a cross-reference matrix to automate these conversions, eliminating the need for manual approval.
  • Steel is often purchased in coils while copper tubing is more commonly purchased by the 20-foot section. Similarly, steel pipe is regularly purchased in 44-foot rail lengths but used by the inch or square inch. When suppliers and purchasers have different expectations about how a material will be utilized, it can lead to unit of measure normalization issues. The final product is ultimately the same, but your AP processors can’t be certain without checking manually. IntelliChief eases the burden of this complicated process by handling the conversions for you and eliminating this step altogether.

Issue #4: Lack of Support for Workflow Automation

By addressing the above concerns with an industry-leading ECM solution like IntelliChief, your business can take advantage of faster processing times and fewer exceptions. It allows businesses to accelerate invoice or customer purchase order processing by eliminating manual intervention and automating your workflow. Even complex matching procedures, such as those involving blanket POs, are no problem for IntelliChief.

As soon as your information enters the system, a 2-, 3-, or 4-way match is performed automatically. With normalization and cross-referencing, the number of transactions that require manual intervention is reduced even further. IntelliChief Capture Enterprise users can even unlock the ability to use straight-through processing, which allows invoices to be processed without any manual entry or intervention from the beginning. As the statistics below prove, the leap in productivity is nothing short of alarming:

Without Normalization/Cross-Reference

  • 260 Total Invoices
  • 141 Processed Straight Through
  • 119 Required Manual Intervention
  • 54% Straight to Voucher

With Normalization and Cross-Reference

  • 260 Total Invoices
  • 254 Processed Straight Through
  • 6 Required Manual Intervention
  • 97% Straight to Voucher

With IntelliChief, you can reduce the burden of exception handling on your AP team, reach unprecedented processing speeds, and decrease the number of errors in your process by a wide margin. Even when your team is out of the office or unavailable, IntelliChief continues to process transactions in real-time from start to finish.

Overcome Your Accounts Payable Challenges With IntelliChief

There are many benefits for businesses that rely on 3-way matching, including stronger supplier relationships, increased profitability, and superior preparedness for financial audits. However, businesses that don’t automate this process are often overwhelmed with the time- and labor-intensive nature of manually performing 3-way matches. In order to scale this process as you grow your business, automation is critical. With IntelliChief, there’s no limit to how many documents you can process — even when the office is closed — thanks to robust automation capabilities that learn (and master) your business-critical processes.

To learn more about how IntelliChief can help your business overcome its Accounts Payable challenges with industry-leading workflow automation and document management solutions, contact us today.

 

IntelliChief

7 Benefits of Enterprise Automation for the Construction Industry

 

Whether you’re a project manager, general contractor, or developer, you understand that successful projects are fueled by the contracts between the various parties involved both on and off the project site. You can’t afford to make payments to a general contractor or supplier without a sound agreement in place. It’s simply too risky. Unfortunately, with so many contractors, subcontractors, and suppliers involved in each project, ensuring that everyone in your network gets their due can be a challenge — unless enterprise automation is integrated into your business processes.

Although contracts are oftentimes considered the lifeblood of the construction industry, the invoices tied to these contracts are equally important — especially when you consider that invoicing works differently depending on the type of construction contract being used (i.e., Fixed-Price, Cost Plus, Time and Materials, Unit Pricing, etc.) What’s arguably even more complex is the process of routing all your invoices to the proper entity, confirming receipts, and satisfying payment obligations. Fortunately, construction industry professionals can streamline their processes with IntelliChief’s enterprise automation solutions.

Enterprise Automation for the Construction Industry

Enterprise automation for the construction industry includes world-class document management and AP automation. In construction, document management that supports project accounting is crucial to keeping projects on track and under budget. Even a single misplaced “0” or misfiled document can send your entire project into a tailspin.

Even though all parties working on a project ultimately play a role in its overall success, they’re equally as concerned with protecting their own best interests. Therefore, when a project is delayed because a dispute has arisen over late payment, it can complicate matters for everyone, especially when timelines are pushed back to resolve a dispute. IntelliChief can improve the speed and accuracy of Accounts Payable invoicing and other crucial business processes to help you take advantage of several benefits, including:

1. Mitigate Risks With Full Visibility Into Your Construction Projects

IntelliChief makes it easy to store and retrieve an array of important project-related documents, including:

  • Contractor Contracts
  • Subcontractor Contracts
  • Change Orders
  • Lien Waivers
  • Supplier Contracts
  • Invoices
  • Purchase Orders
  • Municipal Building Permits
  • Bids and Estimates
  • Plans and Specifications
  • Schedules
  • Code Inspection Documents

This is accomplished by converting your paperwork into electronic files that can be imported directly into your existing Enterprise Resource Planning (ERP) system. Your back-office team will be able to retrieve documents quickly and efficiently without ever being forced to shuffle through a cluttered file cabinet. Whether a document is stored at your office or on-site in a construction trailer, it can be retrieved on-demand as long as the user searching for it has permission. By establishing custom profiles that limit permissions based on your business rules, you can control who can access which documents — even out-of-organization entities. With all your construction documents stored electronically, you gain full visibility into every aspect of your projects, allowing you to glean highly specific insights to help you mitigate risk.

2. Eliminate Noncompliance With Automated Retention Policies

With full document storage and retention policies based on government/state/county regulations, your business can obtain peace of mind whenever an audit is performed. Retention policies are completely configurable to align with your company’s policy and those of the aforementioned regulatory bodies. In most cases, construction-related documents should be maintained for 10 years or longer to avoid any legal or administrative issues. For example, in the State of Florida, a latent defect has a statute of repose of 10 years stemming from the date the defect was (or should have) been discovered. In a case such as this, having the relevant files in storage could mean all the difference. Here’s how it works:

  • Documents are electronically imported into your ERP system
  • You decide how long to save each type of document based on business and regulatory rules
  • IntelliChief manages the file accordingly

The alternative? Purchase space-consuming file cabinets, store all of your paper files manually, hire more processors, and diminish your bottom line with avoidable back-office expenses that could be spent elsewhere — raising worker wages, hiring new talent, purchasing new personal protective equipment, investing in recruiting, combating the labor shortage, and more.

3. Reduce Human Errors and Delays by Automatically Generating Accurate Documents

When your Accounts Payable team is forced to manually enter all of the information from paper documents into your ERP system, every keystroke is a potential error. IntelliChief can virtually eliminate human errors and delays by automatically generating accurate electronic documents using integrated Optical Character Recognition (OCR) technology. OCR can read invoices and pull their information into your ERP system. Then, IntelliChief can help you retrieve these documents using any number of identifiers logged in your index.

4. Improve Your Company’s Cash Flow With Faster Invoice Processing

Managing your cash flow is essential for growing your construction business. If you want to keep your current projects running smoothly while adding new projects to your pipeline, you’re going to need to have an accurate understanding of where you stand in regard to cash flow. IntelliChief can accelerate the invoice review, approval, and payment process to eliminate unexpected charges and prevent billing issues. With IntelliChief Analytics, you can determine financial bottlenecks in your organization and take action to correct them. You can also take advantage of more vendor discounts by paying on time —  every time.

5. Allow Product Manager to Code AP Invoices Remotely

IntelliChief can boost connectivity between project managers and your back-office without the need for shared office space. Project managers can approve invoices, give the green light on purchase orders, and even assign GL codes by project number — all while in the field. They can even attach notes electronically to decrease the number of back-office errors. With remote access, IntelliChief can be utilized on the project site, at home, or in the office to improve your job cost accounting processes.

6. Gain Financial Visibility Into Activity Status for Better Timing and Communications

IntelliChief automates the seamless transfer of key financial data to your ERP system, providing your business with the financial visibility it requires to accelerate timelines and streamline communication between departments. You can track project progress by retrieving invoices to examine payment schedules or identify late payments. Furthermore, IntelliChief can recognize other documents related to a particular project or portion of a project to provide you with a global view of your company’s financial health.

7. Strengthen Relationships With Partners, Investors, and Contractors to Gain Competitive Advantages

The most successful construction professionals didn’t get to where they are today by isolating themselves from the rest of the industry. On the contrary, they worked diligently to form strong bonds with other industry professionals. These bonds give your company a decided advantage over your competitors, but even years of collaboration can be undone by a single payment dispute.

IntelliChief enterprise automation helps your company strengthen relationships with partners, investors, and contractors by facilitating faster payments, more reliable communication, and greater transparency. Your vendors will be pleased with prompt payments, your partners will be relieved to discover that projects are wrapping up on time and under budget, and you’ll benefit from a greater degree of control over the future of your business.

With IntelliChief, you can work smarter, not harder. Grow your business by cutting out repetitive, error-prone tasks and replacing them with industry-leading enterprise automation that understands your company’s processes and helps it achieve its growth objectives.

If you would like to learn more about how IntelliChief helps construction companies save money with intelligent business solutions and AP automation, please contact us today.

 

IntelliChief

Elevating Your Accounts Payable Department with Automation and Oracle E-Business Suite

What if I told you there was a better way to run your Accounts Payable department? With IntelliChief and Oracle E-Business Suite, your AP department can instantly become more efficient while increasing your bottom line – No More: endless manual processes, errors in data entry, duplicate invoices, late payments, –  not to mention the excessive man-hours it takes to index the boundless amounts of paperwork that is sitting in file cabinets.

Watch this brief video to see how you can work smarter, not harder with IntelliChief and Oracle E-Business Suite.

 

IntelliChief’s Accounts Payable Automation allows your business to work the way you want it. Now is the time to start:

  • Eliminating/reducing time spent performing manual data entry
  • Maximizing early pay discounts
  • Eliminating late payments
  • Eliminating data entry errors
  • Eliminating duplicate payments
  • Increasing process visibility

Contact us today for more information on how IntelliChief can improve your AP process.

Infographic

5 Must Haves for AP Automation

Selecting the right AP automation software for your situation can be challenging. To get the most out of AP automation, you need a solution that adapts to your business model. If your system can’t handle your unique business rules – like matching invoices to open purchase orders or routing exceptions to managers for approval – you have to manually complete tasks that you should have been able to automate. Check out the five (5) must-have features in AP Automation to ensure that you have all of the right tools to maximize the efficiency in your AP department.

Infographic

IntelliChief Releases Version 5.0

IntelliChief Version 5.0 is now available – and full of upgrades that will help you manage your content more efficiently. The latest version of our software includes a new Retention Manager module for automatic lifecycle management, expanded no-code workflow automation capabilities, and upgrades to the solution’s document capture and indexing functionalities.

IntelliChief Retention Manager: An Easy Solution for Document Lifecycle Management

IntelliChief Retention Manager allows you to automatically dispose of your old documents at the appropriate time (or deliver them directly to an authorized user, who can manually approve the action). You can create purge policies and hold policies for each individual document, or each type of document, allowing you to easily lifecycle-manage all of your corporate content.

If you need to retain one of your records beyond the scheduled disposal date, you can request a temporary hold. Once an expired document is approved for deletion, it is securely deleted from your system, database, and repository.

Learn more about IntelliChief Retention Manager.

Our New and Improved Workflow Designer

With IntelliChief, you’ve always had the ability to create your own custom workflows – but Version 5.0 includes a new and improved interface that makes the process easier than ever.

IntelliChief Workflow Designer Interface

The new system lets you create and change your workflows with a few simple clicks. You can:

  • Insert or modify workflow stages
  • Expand and collapse your workflow diagrams
  • Show all potential responses that are linked to a particular stage
  • Validate your workflows

In the new Workflow Designer, all of this can be done without custom coding. Any user with the appropriate editing permissions can make modifications within Workflow Designer; the intuitive set-up is easy to understand without a technical background.

From a visual perspective, it’s easier to map out your business processes. Different shapes and colors can help you diagram each stage, and icons show you where you’re scheduling user notifications.

From a functional perspective, it’s easier to see what can and can’t be done. IntelliChief displays each available response based on the stage and its configuration, and you can select your preferred action.

Test Pending Changes Before They Go Live

The new Workflow Designer lets you build and test new processes without impacting your active workflows. As you determine what should happen at each stage of an automation sequence, pending changes are stored in a separate work area until they’re approved to go live. This gives you the freedom to design (and re-design) your workflows without interrupting your existing business processes.

Learn more about the new Workflow Designer.

Rubber Stamps

IntelliChief 5.0 also includes digital stamps that let you mark up your electronic documents, the same way that you would with ink stamps for paper files. Our new Rubber Stamp tool works just like the Annotations tool in the IntelliChief Document Viewer, and lets you complement the electronic note tool that has always existed within your IntelliChief Workbench.

Learn more about IntelliChief’s document annotation tool.

Capture Enterprise Updates

Version 5.0 includes updates to the Capture Enterprise module’s settings, as well as the System Monitor. You can more easily control how each document is captured and processed, without making custom changes to the Capture Enterprise application. You can quickly input data when a word is not automatically detected, and set custom page types to keep your content more neatly organized. You can also automatically monitor for files that remain in the Export folder, and any documents that haven’t completed processing.

Email Import IMAP Connector

The updated Email Import module can connect to your email system via IMAP (Internet Message Access Protocol.) This lets it retrieve and download email messages for further processing, eliminating the need for a Virtual SMTP on the IntelliChief Server.

Email Import IMAP Connector

Other Updates

Other improvements included in IntelliChief Version 5.0 include:

  • New inbox views and search results, allowing you to more easily find the content you’re looking for
  • HTTPS support, allowing secure encrypted communications between IntelliChief clients and the IntelliChief server
  • Workflow Server enhancements, leading to faster processing of documents with multiple index sets.

Upgrade to IntelliChief 5.0

Interested in an upgrade? Current customers can contact IntelliChief to learn more about the new release – including technical requirements for Version 5.0.

IntelliChief Presenting at JD Edwards INFOCUS 19

For more than five years, IntelliChief has been a proud exhibitor of JD Edwards INFOCUS, a conference created for JD Edwards users by JD Edwards users. This year, IntelliChief was not only an exhibitor but also presented Accounts Payable & Order Processing Automation for JDE.

Missed the presentation? No problem, we are offering a “make-up session” for you:

Accounts Payable & Order Processing Automation for JDE
September 10, 2019
2:00PM EST
Presenter: Brian Spiro, Sr. Director, Enterprise Sales

This session is a must-attend if you are responsible for AP processing and want to learn how you can reduce cycle time by an average of 80 percent, while increasing straight-through processing to up to 90 percent of transactions.   You will also learn how this intuitive, intelligent ECM platform can be utilized to improve capture and workflows across your organization.

 

Also at INFOCUS, IntelliChief launched the newest features available in IntelliChief 5.0, including:

About INFOCUS 19

The JDE INFOCUS 19 conference will be held from August 20-22, 2019 at the Sheraton Denver Downtown. IntelliChief’s presentation, Accounts Payable & Order Processing Automation for JDE, will take place on Wednesday, August 21, at 4:45PM in Plaza Court 1.

Capturing Your AP and Orders Email

With the volumes of email you receive, transactional data and attachments are easy to overlook – and it’s difficult to quantify what’s missed. This is particularly concerning regarding capturing your AP and Orders email.

A simplified automation solution: IntelliChief Email Import provides the capability to capture documents directly from your company’s email system. It targets specified addresses you designate (e.g. ap@, customerservice@), redirecting from your email server to the IntelliChief Email Import feature of IntelliChief ECM. The body and attachments are automatically captured into IntelliChief as body-attachment batches or individual documents.

The useful functionality: all the captured documentation is image-enabled, facilitating the contained information to be indexed for keyless, straight through processing within IntelliChief. ECM integration with your ERP and line of business systems assures the data is verified and validated for accuracy, archived with each transaction’s document collection, and readily available for workflow.

IntelliChief Email Import epitomizes automation – it runs behind the scenes. Conveniently out of the way, yet reliably functional. It complements IntelliChief’s complete enterprise Accounts Payable and Order processing automation for your organization.

If this is capability you and your colleagues could use, contact IntelliChief to see how it will function in your specific processing environment.