Finance and Accounting Services

Invoice Processing

Automated invoice processing. Receipt and processing of supplier invoices (paper and digital), which extracts data and validates for payment.

Don’t let inefficient invoice processing waste money and ruin relationships

The challenges of invoice processing can cause significant issues for finance teams. 

Manual processing is labour intensive and open to many errors and mistakes. Every typo or line item error which makes an invoice not match a purchase order will hold up the entire process.  Slow processing can mean late payments, fees and overworked staff that could be more efficiently used elsewhere.

In addition to having to deal with a higher volume of enquiries chasing payments, supplier relationships may suffer.

Multiple stand alone systems that deal with paper and email formats can make visibility and timely access difficult. As a result performance metrics and reporting an be compromised and effective risk management difficult.

In times of increased activity or growth, high volumes of invoice processing, especially in paper format, can restrict a businesses capacity and cause bottlenecks in the invoice process.  Recruitment and training of finance staff to deal with this can be costly and time consuming and not always feasible. 

Key challenges of manual invoice processing

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Time and resource

Using manual processes and emails or mail is arduous, time consuming and inefficient.

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Costly mistakes

Manual input and processes risk high levels of error, duplication and missed information.

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Late payments

Approvals more frequently get lost or delayed in manual processes, resulting in late charges or bad supplier relationships.

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No scalability

HR cost and effort in times of peak demand restricts scale and capacity.

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Poor visibility

Multiple systems can make it difficult to access critical information, increasing risk and negatively affecting supplier relations.

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Paper burden

Storage of paper is cumbersome and causes issues when it needs to be filed with related digital information.

Our capabilities

Reduce cost and significantly increase speed and accuracy of invoice processing

A modern and effective method of capturing both paper and electronic invoices. With in-built technology designed to ‘learn’ over time to improve match rates and cut down on manual intervention.

Our highly automated invoice processing system captures and extracts invoices in paper and electronic formats, with astonishing accuracy and speed.

Invoices are automatically matched against purchase orders and automated workflows route files to the correct staff member or department for speedier authorisation. An in-built ability improves match rates over time.

Any specific workflow errors or exceptions are highlighted immediately. These are reviewed manually to enhance the chance of resolution. Those that cannot be resolved locally are routed via email and escalation rules for easier resolution and enhanced governance. 

The result is far quicker processing and higher volumes of matched data, unhindered by bottlenecks or resourcing issues.

All data captured and processed is digitised, removing the need for our clients to keep reams of paper filing and making future access and  distribution quicker, easier and greener.

Our clients also benefit from customised daily reporting for full visibility. This includes invoice transaction history and customisable KPIs so that the whole picture an be assessed more easily. 

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Customised reports

Full daily reporting and KPIs to assess and manage transaction processing timescales and volumes.

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Automatic match

Automatically matches invoices against purchase orders and workflow errors or exceptions.

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Exceptions handling

Where non matches occur that cannot be resolved locally, requests are routed via email notifications and escalation rules.

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Paper and electronic

Captures and extract invoices in both paper and electronic formats.

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Same day upload

Same day upload of all images (including PO’s, invoices, cheques and remittances) to cloud-based portal.

The benefits

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Visibility

KPIs dashboard

Easy access to real time data.

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99.9% Accuracy

Right first time

Less mistakes and exceptions and in-built ‘learning’ for continual improvement.

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Cost saving

20% Reduction

Significant cost saving versus your current in-house processing costs.

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Easy

No changes to legacy systems

Standard integration with most leading ERP software (e.g. SAP, Oracle, JDE, Sage and Microsoft).

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Speed

Same day

Data captured, extracted and uploaded same day. Significant reduction to processing time from capture to validation.

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Volume

Flexible and scalable

Accommodates any level of invoicing with no need to recruit or plan. 

Case study

Automated invoice processing transforms the accounts payable function for Northumbria University

With change and innovation at the core of Northumbria University’s strategy, the organisation was ready for a new solution within its finance function. After trying to implement a workbench AP (accounts payable) solution on several occasions unsuccessfully, they appointed Parseq as partner of choice.

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Talk to one of our invoice processing experts today

Want to find out more? We would be happy to discuss your organisation’s challenges and how Parseq’s solutions could quickly provide you with real value.