AP Automation Document Management Workflow

Why Automate Your Accounts Payable Workflow with a Document Management System?

The costs of processing just one paper invoice averages somewhere around $8 – $10. Between the copying, paper shuffling between departments for approvals, and low visibility into processes, it’s no wonder the AP process is that expensive. Did you know the most efficient accounts payable departments process invoices electronically through accounting document management automation software for less than $2 per invoice?

Our extensive experience within finance departments has demonstrated immediate results, including productivity increases of approximately 300% per person, processing cost improvements per invoice of more than 60%, and accounts payable automation paybacks within less than a year!

Benefits of Automated Invoice Processing in AP

OnBase accounting document management paired with the workflow automation effectively manages documents that drive accounts payable processes and helps maximize the benefits achieved by fast, efficient, and precise invoice processing and invoice automation. Regardless of how documents are received (fax, mail, e-mail, EDI, etc.), OnBase captures, organizes, and delivers them — along with supporting content — to the appropriate individuals for review, coding, and approval.

Users access invoices and supporting content from the applications and devices that are most convenient for them to make informed decisions. For example, employees can retrieve invoices, goods receipts, check images, vendor contracts used for invoicing, and even historical correspondence directly from their familiar ERP applications, including those of: SAP, PeopleSoft, and Lawson.

Managers then review and approve invoices and input additional data directly from Microsoft Outlook® or a mobile device – whether it’s an iPad, iPhone, or Windows or Android device. Real-time dashboards also provide managers with increased visibility into the status of invoice processing, enabling them to identify bottlenecks and adjust workload distribution on the fly. Customizable business rules ensure that invoices are presented to and approved by the right people quickly and easily. Organizations can make real-time changes to those approval processes as their business conditions change.

Advanced Capture technology enables OnBase to extract data contained in invoices to automate business processes, including routing to appropriate business units, electronic approvals, and automatic posting to accounting applications. Eliminating the need for business users to rekey information, saves organizations hours of manual data entry and increases AP process efficiency. In turn, accounting systems can send updates back to OnBase, driving business processes forward and keeping these critical systems in sync.

SAP Certified Integration for Global Accounts Payable Automation

Naviant has developed a best-of-breed, world-class accounts payable automation software solution for global organizations through certified-SAP integration that leverages the exclusive NavAP Framework for SAP, OnBase, and Brainware Distiller solutions. Utilizing enterprise content management with integrated document-centric Workflow and advanced OCR capture, extraction, recognition, matching, and validation, Naviant provides rapidly deployable, enterprise level, global world-class SAP AP automation solutions. To learn more about this global accounts payable automation solution with SAP Certified Integration, please view SAP AP automation solutions.

Benefits of Accounting Automation

OnBase accounting document management can benefit your accounts payable department by giving you the ability to:

  • Retrieve invoices, goods receipts, check images, vendor contracts, and historical correspondence directly from familiar ERP applications
  • Review and approve invoices and input additional data directly from Microsoft Outlook or mobile devices such as mobile phones and tablets
  • Automate business processes, including routing to appropriate business units, three-way matching, and automatic posting to accounting applications