A Complete Guide to Invoice Processing for Accounts Payable

June 5, 2024
Invoice Processing for Accounts Payable
Share article

Invoice processing in Accounts Payable (AP) is a critical function that ensures smooth financial operations and strong vendor relationships. With traditional methods being time-consuming and error-prone, businesses are increasingly turning to automated solutions to streamline this essential process. This article delves into the intricacies of invoice processing within AP, highlighting the transformative benefits of automation. It explores how modern tools can reduce costs, minimise errors, and enhance efficiency, ultimately empowering finance teams to focus on strategic initiatives. Learn how Kloo's advanced invoice management system can revolutionise your AP department by automating tedious tasks and improving overall productivity.

What is Invoice Processing in Accounts Payable? 

Invoice management for Accounts Payable (AP) refers to the process of managing supplier invoices from the time they are received until they are paid. It is a key part of the procure-to-pay cycle that is usually handled by a finance team's AP department. Automated invoice management is the process of digitising all the activities involved in invoice processing, from data entry to payment processing. It involves automating routine tasks such as scanning, validation, and approval of invoices. 

Automation for invoice management has proven to be a key player in helping businesses and finance teams leverage working capital by reducing manual processing time, minimising errors, cutting down costs, and improving vendor relations. This helps improve productivity and streamline operations, allowing businesses to focus on other strategic tasks. 

How Does Invoice Processing Work?

Invoice processing involves converting paper-based invoices into digital or other e-formats, which can then be processed using AI and machine learning algorithms.

Automation plays a vital role in streamlining invoice processing, allowing companies to automate the routing, reviewing, and approving of invoices, thereby saving time reducing processing errors. Invoice data capture, a key component of the invoice process, consists of extracting invoice data, such as vendor name, PO number, invoice number, and payment terms automatically, which would otherwise be manually entered by a member of the AP team.

Approval process automation is another critical aspect of automating the invoice process. It enables businesses to automate their invoice approval process by setting up predefined approval rules and workflows, thereby improving the efficiency of getting invoices approved by the relevant platform users

By streamlining invoice processing through automation, businesses can eliminate inefficiencies and reduce processing times. This results in faster processing times, reduced errors, and improved relationships with vendors.

Pain Points of Accounts Payable Invoice Processing

Managing invoices manually can be a daunting and time-consuming task that exhausts businesses and finance teams. AP departments often juggle with various manual responsibilities: from processing purchase orders and supplier invoices to managing spend approvals and accounting. Even the most organised AP systems are prone to errors, leading to further inefficiencies. According to a Goldman Sachs report, a mid-size enterprise incurs approximately £13 in costs to manually process a single invoice. For companies receiving thousands of invoices monthly, this adds up to a significant expense.

To streamline these workflows while saving time, money, and resources, AP departments are increasingly adopting tools to automate invoice processing. AI-powered tools offer finance teams faster processing times, reduced errors, and the assurance of efficient invoice management. These tools, such as Kloo, can offer finance teams with an advanced automation solution powered by AI to deliver streamlined invoice processing, resulting in unparalleled ROI within AP operations. 

Overview of Kloo's Automated Invoice Management 

Kloo's automated invoice management module provides a comprehensive solution to fully automate your invoice processing. By leveraging AI and Optical Character Recognition (OCR) technology to extract and store invoice data on the platform, Kloo saves your team valuable time and enhances accuracy with automated PO matching and a customisable approvals engine tailored to your business needs.

 

With Kloo, you can save time, reduce human errors, and concentrate on other crucial business tasks. Switch to invoice automation today and streamline your invoice processing for a faster, error-free, and more cost-effective operation.

Key Takeaways 

In conclusion, invoice automation offers substantial benefits for businesses aiming to streamline their invoice processing procedures. By implementing Kloo or similar automation tools, businesses can reduce processing time, minimise errors, cut costs, and improve vendor relations. Invoice automation also ensures accurate and up-to-date financial records, facilitating better business decisions. If you are weary of manual invoice processing, it is time to switch to automated invoice processing and reap its numerous benefits.

Let's get started

img-044-1920x998-1