Accounts Payable Automation

AI and Machine Learning technology for intelligent invoice process automation.

work smarter | work anywhere

Straight-through processing

iDocuments automatically extracts data from emailed customer orders and then undertakes an automatic 3-way or 2-way match. Exceptions, errors, and invoices with no PO and out of tolerance invoices are routed automatically for approval via iDocuments web application or mobile apps.

Your AP team will have visibility of the entire procurement process so they can see who ordered,
who approved and who received each order.

Capture

Machine Learning capture and extraction of header and line data from emailed AP invoices.

Validate

Automatic matching validation of the invoice to supplier and open order.

Process

Automatic 3-way matching of invoices and routing of approvals where required to the correct person for authorisation.

Integrate

Posting of AP invoices and credit notes directly to your ERP or finance system for payment and reporting.

Improve cash flow forecasting

iDocuments provides comprehensive, real-time visibility of commitments and accruals before they happen for better cash flow forecasting and more accurate and timely financial reporting.

Key Performance Indicator (KPI) analysis and reporting provides real time control and 

management information to help you run your business more effectively.

More efficient supplier management

With faster invoice processing and a comprehensive real-time audit trail, you can improve
cycle times and compliance with supplier terms. You may even be able negotiate
early settlement discounts, generating hard cash savings.

Intelligent AP Invoice processing

AI-powered invoice capture and data extraction gives you in-depth automation of your receipt to pay process, with data extraction to PO line level and automated 3-way match, approval and posting: 

no hidden costs and no 'fee per document'.

Streamline, standardise and optimise invoice approval processes to your business rules and workflows: enforce 'no PO no pay'. 

No template setup

Using AI-powered and machine learning technology, iDocuments automates invoice data
extraction even though it has never seen an invoice from that supplier before, with
'machine learning' automatically builds a knowledge base for continuous improvement.

Food & Beverages - the fastest growing Food & Drinks company in the UK.

"The OCR scanning software allowed for a fully automated AP process which fitted within an already fully automated Treasury process. So a decent chunk of invoices required no Finance human interactions at all. The Accountants really enjoyed iDocuments as it attaches the Invoice images within SAP Business One which allowed for more detailed Reporting Analysis."

System Accountant

InHealth Group - the UK’s largest specialist provider of diagnostic and healthcare solutions

“By implementing iDocuments we have been able to significantly reduce the time it takes to get an invoice approved for payment. Doing so has led to easier and faster audits, improved visibility of pending invoices and improvement in working capital predictions”

Kerri Hannaford – AP Manager InHealth

Sadlers Wells Theatre - the world's No.1 venue dedicated to international dance

“So far iDocuments is delivering on everything we wanted. People within the organisation are really happy with it and how it works. We are more aware of where the invoices are, the approval process is lot more streamlined, and we are already noticing there are a lot less paybacks.”

INVOICE AUTOMATION PROCESS

CAPTURE - purchase invoices 

  • Receive electronic invoices directly from suppliers into iDocuments ready for processing.
     

  • Automatically capture the date AP invoices are received for accurate process reporting.
     

  • Intelligent AI-powered data extraction. Automatically validate data to avoid duplication of invoices and duplicate payments.
     

  • E-Invoicing option – automatically integrate your suppliers’ EDI or XML format invoice data with your ERP Accounts Payable.

PROCESS - automated 3-way match

  • Straight through processing using powerful rules engine.

  • Automatic 3-way matching

  • Process purchase order, non-purchase order and recurring invoices.

  • Exception handling – out of budget, tolerance rules and exception workflows.

  • No purchase order ‘Trace Invoice’ function.

  • Regional and local variations – such as tax rates, date formats, currencies and character sets.

  • Credit notes.

  • Real-time budget checking.

  • Incorporate workforce expense and credit card reimbursement.

APPROVE - powerful approval workflow engine

  • Flexible workflow engine with audit trail of invoice process events.

  • Automated exception and ‘no purchase order’ workflow approvals.

  • Approve anywhere - our simple to use mobile app allows approvers to authorise invoice anytime and anywhere.

INTEGRATE - with finance and business systems

  • Real-time integration with ERP and accounting systems ‘out-of-the-box’ removes the need for duplicate data entry. Integrated invoice posting ensures your payments are timely and process compliant; reducing the risk of error and fraud.  
     

  • Cash flow visibility - gain better budgetary control with real-time visibility of commitments and accruals providing your business with more timely and accurate financial reporting.
     

  • Squeeze the most from existing systems - In many organisations, the cost of software licenses limits ERP access to a small minority of the organisation, with many employees and staff having no regular or direct access. iDocuments solves this problem by extending the reach and capability of your existing ERP by providing affordable, easy-to-use, web-based access to 90%+ of employees.

MEASURE - analyse and report

  • Improve financial reporting, budgeting, planning, forecasting, reporting and analysis with more accurate and timely information.

  • A library of predefined reports and key metrics offer a comprehensive view into spending for more informed decision-making and increased ability to manage cash flow.

  • Accounts Payable Key Performance Indicator (KPI) reports identify and pinpoint performance and operational bottlenecks.

  • Comprehensive audit trail

  • Visibility of spend before it happens - real-time payment status and accruals

  • Supplier portal – suppliers can self-serve data on invoice payment status

iDocuments integrates with a wide range of ERP and accounting systems to remove the need for duplicate data entry. Pre-built connectors ensure that iDocuments works with any of the following:

SAP Business One

Infor SunSystems

Sage

Oracle Financials

Microsoft Dynamics

Exchequer

We can easily add more if the financial system you use isn't on this list.

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