Invoice management is one of the most labour-intensive tasks in a company. The automation of this process allows us to improve the productivity of the company, as it is possible to use the working time of the administration employees on tasks that are more beneficial for the company.
For this automation, companies can rely on DocuWare, a document management software that allows them to scan, capture and organise their invoices in a centralised digital repository.
In the following, we will take a detailed look at the process of automating invoices with DocuWare.
Invoice Automation with DocuWare
Invoice capture
Invoices can be found in both paper and digital format. DocuWare allows you to scan paper invoices and store them directly in the invoice manager or receive them electronically by e-mail.
Intelligent Indexing
DocuWare has a powerful OCR that allows you to quickly extract the most relevant data from an invoice and store it in the respective fields (or metadata), which can then be used to retrieve the document.
The use of OCR avoids manual data entry and the potential errors associated with it.
It also features machine learning technology, meaning that as it captures documents, it improves, making each capture faster.
Approval of invoices
DocuWare enables the configuration of powerful workflows, allowing you to create approval workflows for stored invoices. The approval levels to be configured can be as many as needed and the approval rules will depend on the needs of the company or departments.
Approvers will be able to receive email notifications requesting approvals and even reminders if they have been assigned the task for a certain period of time and have not yet completed it.
Storage and retrieval
All invoices will be stored in one place and, thanks to metadata extraction using OCR, retrieval and consultation will be really easy.
DocuWare also allows you to set up reports that quickly display all invoices that meet a certain criterion. For example, it is possible to have reports showing all invoices that are pending approval. This is what DocuWare calls Lists.
Integration with ERP systems
DocuWare can be easily integrated with the main ERP systems (SAP, Microsoft Dynamics, etc.), which makes it possible to transfer processed data easily. Thanks to these integrations, the invoice will be stored in the manager, but it will be accessible from the ERP itself.
As you can see, automating invoice management with DocuWare is possible, freeing up your employees’ time so that they can invest it in more productive tasks for the company.
In addition to automating the management of invoices, DocuWare is a powerful document management system that offers multiple advantages at company level, for both the finance and HR departments, as well as for the goal of achieveing a paperless office, and much more.
If you would like to see a demo, or learn more about the product, please do not hesitate to contact us.
