Paperless Invoice Processing Benefits and Implementation

paperless invoicing

When it comes to efficiently process the invoices, the focus has been mostly on one channel – that is scan the invoices. The accuracy of the invoice scanning solution varies based on the quality of the invoice. It could be a factor of errors on the invoice or you have a highly manual process to match the invoices with the purchase order. You can achieve this by sending the invoice for review before marking it approved for payment.

  • While organizations may feel comfortable with this practice, getting attached to an inefficient system for processing invoices holds your business back.
  • Another significant difference between the two is the amount of time it takes to create them.
  • The system automatically raises an exception if a receipt is missing or the quantity and price don’t match between all three documents.
  • The archives represent a veritable mass of documents to be kept and retained for several years.
  • The last step to having a paperless accounts payable process is to make sure that the accounting team is trained properly and is up to speed with the new system and how it works.

Here is how to create a workflow for resolving quantity mismatch issues. If the quantity invoiced is more than what was received, you need someone to confirm if they received the additional items. You can route the request to the warehouse clerk if you have a central warehouse. Otherwise, the request can go to the person who created the purchase order.

Reasons to Switch to Paperless Invoices

Capturing early payment discounts is one of the important KPIs for world-class AP teams. You can only capture early payment discounts if your invoice approval workflow is highly efficient and you have drastically decreased the time spent on processing invoices. One of the most remarkable benefits of electronic invoices is that they let you go beyond the limits of paper documents. For one, they can be transmitted via email or other secure communication channels that support file attachments. This is much cheaper, faster, and more convenient than coursing a paper document through snail mail or courier.

What is paperless invoicing?

Paperless invoicing is a modern, agile, and convenient approach to processing incoming payments. It involves switching from a paper format to a digital format. Online invoices have many advantages that lead to enhanced efficiency since there's less manual data entry.

Second, we will talk about how to speed up the invoice matching and approval process after you have received the invoice. Many studies have demonstrated the many difficulties that companies’ accounting departments may encounter in the process paperless invoicing of processing invoices when they are not dematerialised. From 1 January 2023, all companies will be obliged to accept the receipt of electronic invoices and large companies will be obliged to use them to issue their own invoices.

Advantages & Disadvantages of Paperless Invoicing

You can see how many of your invoices are processed straight through, where your workflows get held up or delayed, how many payments each of your employees process, and more. All of your data is displayed in a centralized reporting dashboard. Assessing your performance (and finding ways to improve) has never been easier. The only aspect that can be considered a drawback is that paperless invoicing and AP automation systems usually require an internet connection to function. But in the digital world we live in, this won’t be an issue for 99.99% of businesses most of them have some degree of internet requirement for other business processes.

It doesn’t matter which accounting software you use, or how you use it. Our invoice automation software can integrate with any ERP or line of business system and can be fully customized to your company’s specific needs. It takes time to learn how to use new software properly, so do not be deterred. Instead, get together with the accounting team and review each feature to ensure everyone is comfortable using the system. Doing this will create cohesion and reduce issues within the AP department.

Prioritize Your Digital System

But, our software provides simple solutions for non-PO invoice processing. One of the issues that occur when businesses choose to process an invoice rather than use an automated system manually is double payments. All it takes is forgetting to stamp an invoice as “paid,” and chances are it will get paid twice.

When you print the instructions on the purchase order, all supplier teams can see the invoicing instructions. Sending a broadcast is not enough; suppliers might forget or revert to their old processes. If a purchase order(PO) is issued to you, please add the PO number on the invoice document.

Cut down on paper-based invoice processes and go digital with Volopay

Another significant difference between the two is the amount of time it takes to create them. Creating paper invoices can be incredibly time-consuming, especially if you have a large number of clients. On the other hand, creating documents digitally is quite quick because you can save templates. Amello Accounting replaced paper documents with PDF invoices and e-invoices to stay as eco-friendly and efficient as possible. While the company succeeded in getting rid of paper, work done by accounts remained the same since employees still had to enter information manually. Many companies eliminated paper invoices, but 45% are still received manually.

  • The best part of working with InvoiceOwl is that it lets you customize the template for every invoicing document such as invoice, estimate, purchase order, and credit memo.
  • It leverages industry standards like cXML or EDI integration to implement a system-to-system communication between a buyer and a supplier.
  • Paperless invoice processing is one of the many things you can do to improve the productivity of the A/P team.
  • There are three different ways to ensure both the authenticity, integrity and legibility of an invoice.

A scanning solution typically needs a high-quality scanner to increase the quality of the scan. When you are in an office environment, it makes sense but if you are working remotely (like the current situation) you might not have access to your scanner. Yes, we know it is obvious that you should have clearly defined goals for any automation initiative but you would be surprised to see how many companies don’t do this right. In the screenshot above, the system sends the invoice to the order contact for review. The reason for that is an invoice without a purchase order means that the Spend is not authorized, so it needs to be authorized by the appropriate stakeholder.

Unlike a paper invoice, you can store these invoices digitally on the cloud. It allows you to refer to the invoices from any device, from anywhere, and at any time you want. Once you have created the electronic invoice, send it as a PDF file via the in-app emailing feature. The goal of paperless invoicing is to reduce the amount of paper your business uses to operate. Instead of printing every document, you use bookkeeping software that generates digital invoices to send to your customers.

  • If you have a purchasing team or an assigned buyer, we recommend sending the invoice to them.
  • Since most companies are going paperless, employees and customers are less resistant to implementing these changes.
  • When you are implementing a paperless invoicing process, avoid the mistake of tackling all suppliers at the same time.
  • In this event, the AP department must first verify that the supplier exists then enter their details manually, including coding and approvers.
  • It doesn’t matter which accounting software you use, or how you use it.
  • The best approach is to sort your vendors by annual invoice count and then contact the top 10 vendors to check if they support electronic invoices.

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