Accounts Payable Workflow Automation

Intake different types of invoices from any channel

Suppliers can also upload invoices through the InSITE’s built in supplier self-service portal

With Applexus InSITE Accounts Payable Workflow Automation, your accounts payable (AP) team can receive invoices from various sources, including email, scanned copies, EDIs, iDOCs, and procurement platforms.

The system also features a built-in supplier self-service portal where suppliers can upload invoices and track their progress. This centralized platform simplifies the accounts payable workflow, allowing your team to manage every invoice's journey efficiently.

Invoices are scanned and the data is transferred into the system

Invoice details are automatically extracted and pre-populated, both the header and line level. No need to key in invoice data.

Layers of ML and managed services improve the performance of future invoices.

After manual review, InSITE recognizes your override changes and applies that logic to future invoices

Our advanced Optical Character Recognition (OCR) technology, combined with the Applexus Intelligence Data Extraction and Recognition (AIDER) engine, ensures that invoice data is automatically extracted and pre-populated, eliminating the need for manual data entry. The system learns and improves over time, recognizing changes made by the accounts payable team and applying that logic to future invoices. This intelligent data extraction enhances the accounts payable workflow automation process, reducing errors and increasing accuracy.

InSITE's accounts payable workflow automation includes robust fraud prevention measures. It detects and flags potential duplicate and fraudulent invoices through 2-way and 3-way matching processes. These processes validate that invoices match the corresponding Purchase Orders (POs) and Goods Receipts (GRs), ensuring the accuracy and legitimacy of every invoice. Automated line-item checks further safeguard against discrepancies, making your AP workflow automation more secure and reliable.

2-way and 3-way matching process in Accounts Payable Workflow for ensuring the validity of the invoices received and to enhance invoice approval workflow automation

Automated line-item determination logic to validate each line item with the information already available within SAP

Automated duplicate checks to eliminate processing of same invoice multiple times

3 way and 2 way matching to validate invoices

Customize your accounts payable workflow with over 100 pre-configured business rules. These rules can be activated, deactivated, or customized according to your company's policies, providing flexibility and control over your invoice processing. The system flags exceptions, enabling the accounts payable team to address them efficiently. This powerful feature streamlines the accounts payable workflow automation, ensuring that your processes align with organizational needs.

100+ Pre-configured business rules available within InSITE

Business rules can be customized, added and removed as per company policies

AP team admins can activate or deactivate business rules as per their need at the time

Exception handling workbench simplifies management of any exceptions that arise during processing an invoice

Our solution supports multi-tier approval processes, automating the routing of invoices to the appropriate approvers. This feature minimizes delays and enhances internal controls, as approvers can manage their tasks through personalized cockpits on any device. The AP workflow automation ensures that payments are made promptly, with options to hold or separate specific invoices for later payment.

Invoice Approval Workflow Automation: Unlimited invoice approvers and configurable workflows through the AP Hub to strengthen internal controls

Improve Invoice Processing Efficiency: Save time and improve efficiency with touchless straight-through processing on the go from any device

AP Invoice Workflow: Approvers receive documents requiring their attention automatically in their personalized cockpit as per the Chart of Authority

Accounts Payable Workflow Best Practices: Minimize delays in obtaining approvals through automated alerts and notifications

InSITE's accounts payable workflow automation facilitates seamless communication and collaboration with suppliers. This portal allows suppliers to upload invoices, check statuses, and communicate with the accounts payable team, reducing the need for time-consuming inquiries. Automated notifications keep suppliers informed throughout the invoice and payment process, enhancing the overall efficiency of the accounts payable workflow.

Vendor Collaboration Invoice Workflow: Automated communications mean suppliers are informed throughout every step of the invoice and payment process.

Status notifications via email and online self-service access to invoice and payment history cuts time wasted on inquiries and resolution.

Maintain compliance and streamline audits with comprehensive audit trails and document management. InSITE's accounts payable workflow automation offers detailed reports and dashboards, providing the accounts payable team with a unified view of spend analytics. The system supports co-innovation of reports, eliminating the need for manual record-keeping in spreadsheets or hard copies.

Audit trails maintain a deep history of user and supplier activity

No need for your finance team to maintain hard copies or spreadsheets