Why implement a dematerialized supplier invoice solution?
In an increasingly competitive economic environment, the dematerialization of documents and the automation of business processes have become major levers for companies seeking greater agility, visibility and traceability.
The processing of supplier invoices is a business process where the implementation of supplier invoice dematerialization software can easily be justified, thanks to productivity gains of 40 to 60%. The main benefits of supplier invoice management and workflow are as follows:
- Reduce processing costs : dematerializing your invoices means they can be processed more quickly, reducing typing, photocopying and follow-up costs.
- Access your invoices at any time: provide fast, secure access to your invoices and attachments, even from your accounting or ERP software.
- Enhanced communication : an interactive portal centralizes and provides your teams with invoices, tasks and reports.
- Greater staff satisfaction : an ergonomic interface and immediate access to files improve working conditions for your staff, enabling you to reallocate resources to higher value-added tasks.
- Improved productivity: a workflow system notifies the right people in good time to ensure that invoices are ready for payment, or to manage supplier disputes more efficiently.
- Reinforced internal control: elimination of risks related to the manual processing of invoices. On-time management of disputes and payments with automatic reminders in case of delay.
- Improved financial monitoring: real-time indicators and dashboards on invoice processing, especially during the closing period. Optimize your cash flow by managing payments as closely as possible.
The main functions of supplier invoice dematerialization software
Capture and videocoding
The first function of supplier invoice dematerialization software is to capture and index all your invoices, whether paper or electronic. For large volumes, intelligent capture tools such as LAD/RAD are also relevant:
- Capture and identify invoices in any format
- Automatic data reading with LAD/RAD technology
- Ergonomic interface for data entry and video coding
- Support for the main scanners on the market.
A high-performance EDI and Workflow solution for supplier invoices will also offer you advanced functions for automating the payment order process, as well as reconciliation and accounting breakdown in connection with your accounting or ERP software:
- Reconciliation of invoices with purchase orders and BLs
- Accounting allocation and analytical breakdown according to your rules
- Workflow for automated processing of payment slips
- Management of disputes and settlements with reminders in the event of delays
- Supplier management linked to your business software
- Export and post invoices to your ERP or accounting software: SAP, Oracle, Sage, Microsoft, Cegid, etc.
Processing and reconciliation
Your supplier invoice dematerialization software should also offer a portal or customizable widgets, enabling users and managers to quickly access the essentials: invoices to be validated, files in progress, overdue invoices, etc. In addition, it would be a good idea for the supplier invoice management and workflow tool to offer relevant indicators as standard, enabling real-time monitoring of the process:
- Customizable application portal with context-sensitive workspace management based on the profile of each user or manager
- Multi-criteria and full-text search tools
- Hot indicators: where are we on the progress of such task? who? when? why? ...
- Cold indicators: what are the gaps? trends? bottlenecks?
- Easily create your own graphical reports or dashboards
- Support for BI tools such as QlikView, Microsoft Reporting Services, Business Objects, Cognos, etc.
In order to potentially integrate your incoming and outgoing invoice flows, it would be relevant that your EDM and Workflow solution also offers archiving functionalities with probative value:
- Simple electronic archiving of paper invoices.
- Archiving with probative value for legal storage of outgoing invoices, contracts, pay slips, e-mails, etc.
- Integration of trusted third-party services.
Avanteam's EDM and invoice workflow solution
Aware of the importance given by its customers to productivity and efficiency gains, Avanteam has integrated in Invoice Manager - EDM and supplier invoices software, all the functions necessary for a reliable and efficient processing of invoices:
- Automatic capture and indexing of invoices, regardless of their format: paper, fax, EDI
- Reconciliation of invoices with purchase orders and delivery notes
- Management of the payment order circuit and of disputes
- Full traceability and visibility of operations
- Integration of invoices in your accounting software: Sage, Cegid, Microsoft, Oracle, SAP, ....
- Display of invoices and their attachments from your ERP or management software
- Integration of suppliers in the process via a secure portal
- Secure archiving of invoices according to the standards
- Control dashboards accessible in real time.
Thanks to its powerful workflow, the Avanteam suite can, beyond supplier invoices, automate the other administrative and financial processes of your company: purchases, expenses, contracts, suppliers, etc.
Avanteam's workflow software integrates seamlessly with your ERP and provides real added value by allowing you to access invoice files and images from your ERP. This without having to go through costs related to specific developments or additional modules to your ERP.
A powerful Accounts Payable Workflow platform
Rely on powerful, proven technology to dematerialize and optimize your process, and benefit from improved visibility of your accounts payable. Adopt Avanteam's supplier invoice dematerialization software for total control of the supplier cycle, while reducing costs and processing times. Eliminate paper exchanges with internal or external stakeholders. When you receive paper documents, simply scan them using document capture and automatic document reading technologies, so you can work more efficiently on electronic files accessible at the click of a button. This technology not only optimizes the processing of your supplier invoices, but also the management of purchases and customer orders.
The Avanteam solution for the dematerialization of accounting documents and the workflow of validation of invoices is provided turnkey. Our EDM software Invoice Manager adapts to your ERP (Cegid, Sage, Microsoft Dynamics, Oracle, PeopleSoft, SAP, ...) or accounting software for a more efficient interaction. Our solutions are compatible with SharePoint, Microsoft Exchange and Lotus Notes applications.
Invoice Manager is based on thepowerful EDM and Workflow foundationAvanteam Process Suite. This one proposes numerous functionalities to optimize the management of contents and the automation of business processes: digitization, workflow, company portal, collaborative work....
Avanteam, editor of ECM solutions (Enterprise Content Management) and BPM (Business Process Management), can also, beyond the supplier invoices, accompany you in the rationalization and the automation of other business processes of your company to ensure more visibility, more agility and a better compliance.
Thanks to Avanteam Online, this offer is also available in the Cloud in SaaS mode (Software as a Service). This makes the platform immediately operational and allows you to optimize your processes without delay and without prior investment.
Our clients testify
What seduced the users and myself, are the modernity of the interface and the functional richness of Avanteam solutions.
With Avanteam Process Studio, we have already automated around ten value-added business workflows for the company.
We chose Avanteam for the speed of implementation and the ability to customize the solution independently.
Discover the Avanteam ecosystem!
growth over the last 5 years
of sales invested in R&D
agencies in France
clients from all sectors of activity
You still have questions?
Talk to an expert
Talk about your project with one of our experts and see for yourself if Avanteam meets your needs.