During the invoice journey, from intake to payment, besides the Accounts Payable team, suppliers, procurement team, and material store managers also get involved. Streamlined integration of activities across the invoice journey ensures optimized processing time, greater transparency, and visibility. End-to-end invoice processing needs an ecosystem with activities that mesh seamlessly for a smooth invoice processing experience. Explore the invoice flow through InSITE, one of the leading vendor invoice management solutions in the market, to realize how invoices get processed through a centralized, single platform, from receiving an invoice to posting.
Applexus' vendor invoice management solution, InSITE, has been enhanced to seamlessly integrate with SAP Ariba for efficient handling of invoices from out-of-network vendors. The integration is achieved effortlessly through APIs, allowing smooth communication of invoice information between InSITE and SAP Ariba.
Through the integration, InSITE can automatically pull invoices from Ariba, carry out the invoice processing that includes scanning the invoice, enriching the invoice data with master data, business rules validation and clearance, automating the approval workflows, posting in SAP and finally updating the status in Ariba. Invoice payment status can also be updated to Ariba. Invoices can also be created in InSITE and then pushed to Ariba.
What separates us from the crowd
Unlock more value from your Accounts Payable by integrating key capabilities that improve your operational efficiency and elevate your financial metrics to result in high returns and maximum value. Read how a Value Assurance Framework (VAF) helps identify value-addition opportunities and helps initiate other improvements within your AP to capture the expected value. In essence, identify an exhaustive list of opportunities where process improvements can add enormous value to your vendor invoice management system.
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Executive Advisory & Architecture. Office of Innovation,
VP- Business Consulting & Value Realization,
Supplier Self-service Portal
Explore how onboarding suppliers to a centralized interface like a collaboration portal makes it easier to manage every invoice-related activity with ease.Read the Blog
AI-driven invoice automation solution
See how Artificial Intelligence (AI) driven automation with self-learning ability enhances the accuracy of Accounts Payable functions over time.Read the Blog
Analytics & Reporting
Read how real-time Analytics and reporting in your AP solution can help to view the health of your working capital and provide deep insights into your spending.Read the Blog
Manage your audits and compliance better with detailed activity log saving you from unnecessary fines, delays, and audit efforts.Read the Blog
Applexus helped a leading Fashion brand manage their invoices better. Read how integrating InSITE offered a single platform to process all invoices, eliminate non-value adding activities from their invoice processing cycle, and helped automate additional transactions. In essence, they could store and retrieve documents faster, simplify auditing, streamline cash flow, make the processes more time-efficient, eliminate errors, and so much more to optimize their AP processes.
Multiple intake channels
InSITE, a powerful vendor invoice management system, streamlines invoice intake from different channels and centralizes it to simplify invoice acceptance. Instead of relying on an AP team member to manually source, compile, and process invoices from different channels and in various formats, InSITE lets you accept invoices straight into the system without any manual intervention. The entire process saves time and streamlines the way invoices are channeled into the AP.
- Connect the various disparate invoice sources into one
- Automate intake of invoices from multiple sources
- Accept invoices from different interfaces Email, EDI, iDOC, and external portal
- Accept invoices from Supplier Collaboration Portal (SCP)
Applexus Intelligent Data Extraction and Recognition (AIDER)
The Artificial Intelligence (AI) in InSITE recognizes and converts unstructured metadata from the invoices into standard and structured formats and auto-populates the data into the respective fields for the AP indexer. The process relieves the AP team of manual work, saves time, and reduces errors. This allows you to process more invoices as the company scales and the volume of invoices grows.
- AI-driven data extraction - no manual data entry
- Annotation to capture incorrect or missing invoice details in the correct field
- Machine Learning helps increase efficiency /accuracy with usage for future invoices
- Deploy on-premise or cloud
Automatic routing of invoices to AP staff ensures that the correct invoice reaches the personalized cockpit of the designated resource in the AP without the need to intervene and forward the invoice manually. Invoice from a said supplier, above a certain amount, or as per any other condition laid can be redirected to the exact person responsible. In essence, the entire routing mechanism can be configured as per your company policies.
- Automated assignment of General Ledger (GL) Code
- Cost center splitting and Automated assignment of Cost Center
- Automated assignment of Approval workflow
- Automatic bulk posting of the invoices
Suppliers committing frauds through overbilling / double billing or an internal employee scamming the AP by submitting false invoices will no longer be an issue. The robust and stringent inbuilt rules and fraud detection algorithms running on the backend ensure AP never again drains its working capital or commits to any fraudulent payments accidentally. Powerful fraud protection procedures ensure AP steers clear of incurring any unnecessary financial losses.
- Duplicate check to verify the authenticity of unique invoices
- 2-way matching for non-PO-based invoices and 3-way matching for PO-based invoices
- Line item determination logic to validate every ordered item in the invoice
- Validating data with the master data in the SAP backend (bank details, etc.)
The overall behavior of your Accounts Payable (AP) and the actions that follow can be personalized to suit the rules of your ecosystem. A controlled and automated exception handling mechanism with a powerful exception management workbench ensures any invoice with issues that don’t conform to the pre-existing policies gets processed exactly as your AP would want. Set special rules to dictate the following action after the AP team receives an invoice from the vendor.
- Configurable business rules as per company policies
- Activate/deactivate business rules
- Pre-configured 50+ business rules for PO and Non-PO invoices
- Tolerance levels for triggering business rules
InSITE helps you build a reliable approval workflow, remove any bottlenecks, and minimize delays, making it easy to raise and assign invoices to the concerned member in the AP and get the invoice from intake to payment faster. In addition to this, you don't need to follow up with an approver. Get the in-build automation to route the invoice to the next authorized person in the AP team in anyone's absence. This system automatically notifies and sends an email to the next concerned person.
- Customized approval workflow as per Chart of Authority (COA)
- Substitution management to transfer responsibilities– helps stay nimble and responsive
- Multi-level and parallel approval of invoices
- Bulk approval of invoices
Analytics and Reporting
Quantify, visualize, and comprehend the overall health of your AP in stunning detail. The user-friendly, intuitive, and informative dashboard reveals how your AP is faring with respect to suppliers, discounts, late payments and other variables. Study the information to take informed and data-driven decisions about your Accounts Payable, which goes on to elevate the performance of your AP, maximizes savings, and increases the overall value.
- Identify, diagnose, and take appropriate actions on different metrics and KPIs
- Customized and drilled-down reporting capabilities
- Rich and Powerful Analytics Dashboard
- Summary view dashboard to review spend analysis
- Co-innovation of reports
Supplier self-service portal
Manage, coordinate, and serve your suppliers better to elevate your relationship with them. Supplier self-service Portal is common workbench that frees up time of your AP team to chase suppliers or suppliers chasing AP clerks for updates on invoices. A common portal keeps communication lines open, gives full transparency, and absolute control to manage every aspect of invoices from a centralized platform. Dependency on a single platform makes the whole operation more seamless and time-efficient.
- Onboard suppliers to make it easier for them to coordinate on an invoice
- Suppliers can view, request modification, receive updates, and accept Purchase Orders (PO)
- Suppliers can view, upload, manage all the invoices, and attach additional documents
- Supplies can track status and payment information of all the invoices
- Suppliers can create and update shipping notification
Automatically monitor and give enough advantage and flexibility to your AP to take corrective actions on the overall spend in your AP. The algorithm within InSITE allows room for automatic detection of suppliers that offer better discounts at a given moment. Give preference to vendor’s invoice where the discount rate makes more sense for your business’s cash flow and working capital. Ultimately, pick invoices that help to manage your cash flow better and offer higher returns.
- Track late fee payment and other associated fees
- Automatically capture early pay discounts
- Ability to implement dynamic discounting
- Check supplier performance
Applexus InSITE can be installed on the cloud or on-prem. Going on the cloud means you won’t need to worry about installing any software on your own servers or worry about maintenance, updates, and overall management. You can scale easily, plus access the software securely through a web browser or mobile device on the go with an internet connection. Receive a modern and more intuitive user experience that enables continued business growth, application rationalization, and diverse integration capabilities.
Setting up and configuring InSITE is simple and straightforward. Our implementation team is available to oversee and lead the entire setup process, ensuring smooth execution. We understand the importance of minimizing disruptions to your business operations; therefore, we strive to make the onboarding process as efficient as possible. The Standard base product implementation of Applexus InSITE should take no longer than 4-6 weeks.
We prioritize the importance of data security and take every measure to safeguard & secure the data stored and processed within Applexus InSITE. Since Applexus InSITE sits on top of SAP as an add-on, it uses the standard SAP Security to secure all the data. The industry-standard security measures, including robust encryption protocols, secure data transmission, strict access controls, and the highest governance & compliance standards ensure your data stays protected 24/7.
Yes. Applexus InSITE can successfully read and extract data from all types of invoices types. Applexus InSITE currently supports PO-based, non-PO-based, credit memos, debit memos, and lease invoices. The patented and adaptive read technology of Applexus InSITE allows for the solution to be trained across all kinds of invoice types with the highest accuracy.
Yes. Applexus InSITE is a solution designed to integrate seamlessly with various sources. We understand that businesses may have diverse touchpoints in place, and our goal is to provide a flexible and comprehensive solution to automate the intake of invoices from multiple sources. With an extensive list of APIs, invoices can be received through different input channels such as Email, Scan, faxed (working with smaller suppliers) EDI, Idoc, Supplier Self Service Portal, Procurement Platforms, or other supplier portals.
Yes. Applexus InSITE’s Applexus Intelligent Data Extraction and Recognition (AIDER) technology leverages Optical Character Recognition (OCR) which is capable of automatically capturing data from Line Items and Tables. It is able to detect tabular structures in the file or an image, which enables it to extract the data from the table to the relevant fields. In case a field is missed, the word, line, and tabular annotation methods help the AP Indexer to manually select and move the data from the invoice template to the respective fields with ease.
Applexus InSITE supports a diverse set of users and organization types such as Small, Mid-Size, and large businesses (high-level Enterprises), & Nonprofits, and even Government Institutions. Applexus InSITE is capable of delivering customized and maximum value for your unique Accounts Payable processes and framework, irrespective of the industry vertical, business type, or the scale of invoices being processed in the AP.
Yes. InSITE is equipped with Smart Personalized routing capability. This allows invoices based on Supplier, amounts above or below a certain threshold, line items, etc. to end up straight into the cockpit of the concerned AP clerk configured on the backend. No AP member has to manually export/forward the invoice to anyone, the entire workflow is automatic and gets triggered as soon as an invoice is detected in the system.
Applexus InSITE, being a true global Accounts Payable (AP) automation solution supports numerous currencies, with the Dollar ($) being the default one for all invoices. You can conveniently configure the requisite currency at any point and seamlessly switch from Dollar to other currencies such as Euro (€), Pound (£), etc., from the “Currency Search” drop-down menu that lists all the invoices in the backend.
Yes, you can do so. Applexus InSITE comes pre-configured with a set of business rules or we can seamlessly configure a specific rule for you before release. Furthermore, at any time post-deployment, you can set or tweak the business rules as per a specific vendor, invoice amount, plant, region, or other variables in your invoice. This lets you write business rules that kick in as per the unique nature of your Accounts Payable ecosystem.