AP Automation Solution

Yes. Documation solutions are designed to integrate easily with all ERPs and other finance systems.

No, manual data entry is a thing of the past. Documation’s Intelligent Capture means that invoices do not need to be manually input. Dedicated email inboxes capture email invoice attachments in all formats, and the small number of paper invoices that are received can be scanned using multi-functional devices and sent through Intelligent Capture and stored digitally.

Yes. Becoming paper-free is an important part of AP automation. Invoice data is captured, added to the workflow, coded, approved and stored digitally, available for viewing from both your ERP/Finance system and in the Documation solution. Accounts payable invoice automation logs every touch of the invoice from receipt to payment and stores a full audit trail, eliminating the need for physical storage space. Resources are no longer required for printing and filing which in turn, has the benefit of reducing your carbon footprint.

Yes. Invoices can be coded and approved or matched (2 or 3 way) through a workflow that also handles exceptions. The best case scenario is a touchless process where invoices are captured, matched, or coded and approved without intervention from the AP team. With a no PO no Pay policy, touchless processing can be easily achieved for more than 85% of your invoices. Exceptions are handled by the AP team through a dashboard. Documation’s advanced AP automation solutions have embedded machine learning that pick up actions from the AP team and add them to the automation for future processes.

Yes. Intelligent data capture means that each invoice is checked on receipt and if a duplicate is found, it is rejected and sent back to the supplier.

No. Encouraging your suppliers to ensure they submit all invoices electronically has been a hot topic, particularly during the Pandemic where AP teams were working remotely. Suppliers can continue to send emails with invoice attachments, use EDI or make use of the supplier portal where they can submit invoices and manage communications and keep track of invoice payment progress, queries and updates. For the few suppliers that still submit paper invoices, these will need to be scanned and sent to the workflow for data capture.

Yes. Having full visibility of the invoice allows the AP team have all the information of the invoice status at anytime. Suppliers can use the supplier portal as a self-service to check progress, using the portal as a channel for resolving queries and viewing payment dates.

Yes. Quicker invoice processing means businesses can take advantage of early payment discounts from their suppliers. Elimination of duplicate invoices at source ensures no duplicate payments are made. Automated statement reconciliation reduces GRNI balances combined with data analytics that Documation’s integrated Power Bi provides makes reporting on KPIs simple and cash flow forecasting more accurate. Reducing manual tasks allow team members to undertake value added tasks and can spend time reviewing supplier bottle necks, improving supplier relations and working with the wider business to ensure enhanced procurement and approval processes are in place.

Yes. Documation are ISO 27001 certified which means we take our data security seriously. To gain and retain this certification we undergo quarterly internal audits and half yearly external audits from the BSi who have an excellent, internationally recognised reputation. Certification proves without doubt, that Documation’s business practices are secure and safe, not just now, but into the future through an inbuilt system of reviews and action plans. Retaining this certification ensures that our already rigorous business processes continuously improve to deal with Information Security challenges as they evolve in future.

Yes. For a successful implementation it’s important to get involvement from all the stakeholders. The level of IT involvement will depend on numerous factors including hosting options (Cloud or on premise), single or multiple ERPs, email clients, and other software integrations your business requires.