Increasing invoice volume, greater process complexity and ongoing pressure to do more with less – this is the new normal for accounts payable (AP) departments. You have a core financial system in place to manage your transactional data, but what about the information and documents your team has to manage outside that system? What about the manual processes and piles of paperwork putting stress on your AP team?
Gain efficiencies on approval and invoice cycle times
Eliminate data entry or re-keying information
Instantly access related payment documents, like receipts and packing slips
Access invoices from both mobile and desktop applications
Speed up employee training with standardised processes
Transform your department with our accounts payable automation, a unique set of solutions driven by our industry-leading content services platform, OnBase. With intelligent data capture, workflow automation and seamless integration with your enterprise resource planning (ERP) system, you’ll improve visibility, gain control and increase efficiency across each stage of your accounts payable processes.
Users quickly access invoices and supporting content – as well as make decisions – from the applications and devices they work in every day, minimising training. By immediately imaging documents and making them available directly from enterprise resource planning (ERP) screens, employees no longer have to physically search for critical payment information. They quickly retrieve invoices, goods receipts, packing slips, check images, vendor contracts and even historical correspondence with a few mouse-clicks. Workflows automatically route documents and information to appropriate business units, perform two- or three-way matching and post to accounting applications – notifying stakeholders along the way. By eliminating the need for business users to re-key information, you minimise the number of touches per transaction, reducing manual data entry while increasing AP process efficiency.
OnBase easily integrates with almost any software, allowing your organisation to leverage the value of existing IT investments – like your ERP – by increasing communication between them. You also gain visibility by electronically capturing all documentation in any format and storing it in one system. Staff access, review and approve invoices or input additional data directly from the most convenient place – whether it’s their accounting system, ERP, email or mobile device. A real-time dashboard provides managers with visibility into the current status of invoice processing, enabling them to identify bottlenecks and adjust workload distribution.
Whether using an on-premises or cloud solution, OnBase gives you the tools to ensure consistent record keeping while guaranteeing the right information is available to the right people. You also automate document retention in a secure system, provide consistent disposition and immediately respond to exceptions and audit requests. With control over document revisions and audit trails of changes to records, traceability is a non-issue. With access to real-time information about the financial health of your organisation, consistent processes and the ability to grant auditors web-based access to documentation, you also significantly reduce the time it takes to prepare for an audit. By using OnBase to decrease your dependency on paper, you process invoices faster, increase transparency and reduce costs in your AP department. The affordability and ease of configuration means you realise a return on investment almost immediately. Meanwhile, regulation compliance and audits become simple tasks.