Purchase-to-Pay Automation

Automate your Purchase-to-Pay process — from requisitions to approvals and payments

IntelliChief makes procurement easy with purchase order automation, allowing you to automate the most time-consuming steps in your current process, streamlining everything from requisitions to approvals and payments.

Electronically Send Requisition Forms to Your Procurement Department

As you create new requisition documents, they can be imported automatically into IntelliChief where they can be electronically routed through your internal approval chain. Instead of printing each spend authorization request, sending it to the corresponding managers, and eventually delivering it to procurement, IntelliChief can complete these steps automatically to greatly increase efficiency, accuracy, and visibility.

The key is IntelliChief’s powerful workflow engine. Leveraging a powerful and intuitive graphical workflow designer, your business rules automate the flow of purchase requisitions through the approval and review process. This allows users to execute the tasks required by your business process so your team can spend more time dealing with those head-scratching issues that undermine productivity.

If you have a large volume of purchases that need to be managed or your approval process is complex or multi-faceted, our automation software can be configured to align with your exact needs to ensure that every form is received and routed to its intended location as quickly and efficiently as possible.

With IntelliChief, your procurement team can see which products are being requested, which employee approved the requisition (and when), and the total cost — from any computer or mobile device. Even if you’re sending your documents to separate departments or locations, IntelliChief purchase-to-pay automation keeps the entire process on track.

Automatically Create Purchase Orders Based on Your Requisition Documents

Once you’ve approved a purchase, IntelliChief can use the information to create an electronic purchase order in your ERP. Our purchase order automation software is designed to integrate with any technology that you use for procurement, such as Oracle EBS, Oracle JD Edwards, Infor (ERP LX, ERP XA), and more.

Internally Approve Your Purchase Orders

As soon as you have a completed purchase order, IntelliChief starts to move it through your organization for further approval if needed. Our purchase order automation software can electronically route your documents to the right individuals, speeding up your purchase order process by 50 percent or more. For instance, you can have routine purchases handled by your department managers, while routing high-dollar transactions to your Operations Manager or CFO.

IntelliChief makes it easy to design custom workflows based on your business’s approval hierarchies. If an order is approved, you can continue moving it through your company. If it’s declined, you can make any necessary changes and try again. When an approver is out of the office, their purchase orders can be sent to a colleague to prevent delays.

As your employees review their purchasing requests, they can electronically access supporting documentation, such as supplier proposals and contracts. Our purchase order system keeps everything neatly organized and instantly available.

Send Your Purchase Orders Directly to Your Suppliers

Once it’s time to officially place your order, IntelliChief can automatically send out your purchase orders to your suppliers.

Our software can automatically look up the communication preferences of any supplier you have saved in your ERP. If they accept purchase orders via email, IntelliChief can send out your request as soon as it’s internally approved.

Track and Manage Order Confirmations and Receipts

Our automation software keeps all your information in one place, providing a simple solution for purchase-to-pay automation.

You can see where each order is and where delays occur to monitor your supply chain and prepare for upcoming payments. You can also use the IntelliChief Analytics reporting engine to collect metrics for your entire procurement department.

As each order is filled, any new documents, such as purchase order confirmations and receipts, are automatically saved to your archive. You can look up any information you need, right from your ERP system. Comprehensive search options allow you to find documents by supplier name, purchase order number, date, and more.

Using IntelliChief as a content management platform also helps you provide comprehensive “paper trails” in the event of a future audit. You have complete documentation for every transaction, verifying the details of every purchase.

Automated Purchase Order System

Automatically Match Your Purchase Orders, Supplier Invoices, and Receipts

Once you’ve received your inventory, IntelliChief can help you match each purchase order with the corresponding invoice and receipt, then voucher the invoice for payment. When your Accounts Payable team doesn’t have to process your documents by hand, you can close out your transactions more quickly and capture a higher percentage of early payment discounts.

Resolving Purchase Order Discrepancies

When an invoice doesn’t match your original purchase order, your team is automatically notified. IntelliChief purchase order automation can detect simple issues, such as price or quantity discrepancies, and resolve them automatically with no human intervention. For more complicated discrepancies, your staff can easily locate the issue and resolve it right away. With a detailed record of what you agreed to purchase (and at what price), our solutions make dispute resolution simple.

Learn More About IntelliChief Purchase Order Automation

With strategic purchase order automation, more companies are streamlining their procure-to-pay processes. Your company can stop wasting resources on time-consuming administration and realize the immediate benefit of more efficient processes that positively correlate with your bottom line.

When you’re ready to handle procurement more efficiently, we’re here to help. Contact IntelliChief today to learn more about purchase order automation, or request a demo to see our solutions in action.