In mid-May 2019 ITESOFT ran a live demonstration of Invoice automation solution Streamline for Invoices. At the end of this session, attendees were asked if they had any questions. What follows is a selection of those “AP Automation FAQs”, along with the answers that were given at the time.
Q: Can I scan an invoice to a dedicated email address to be automatically picked up and processed?
A: Yes. With email capture the system can retrieve invoices from an email, as attachments or otherwise, and process them as per your businesses rules. Providing there are no problems with the invoice, and they follow your rules (e.g. match with a PO) these invoices will be set ready to pay with no manual intervention whatsoever.
Q: Do we have to use ITESOFT’s analytics suite?
A: No. If your business already owns business intelligence software, it doesn’t make sense to have to dig through various applications and platforms to find out key information. In fact, this is what most large companies do with this data.
Q: Can ITESOFT send automatic warnings that suppliers have not been paid within agreed timescales?
A: Yes, we can. The analytics are based on metrics defined within the platform, one of those is the payment term. Using this data, we can automatically create an email notification to an AP clerk/manager/etc to notify them that this invoice has not been paid.
Q: Does Streamline for Invoices have an approval process?
A: Yes. You may not have these within your finance system, so we can provide them. Out of the box Streamline for Invoices has Non-PO, coding, and approval workflows amongst others.
Q: What happens if a supplier sends in a non-invoice (statements etc)?
A: These documents will be flagged to an operator indicating that it may not be an invoice and might need processing some other way.
Q: Does ITESOFT only provide cloud-based AP Automation software?
A: No. The cloud is a preferred route for many businesses these days, due to the reduced demand on their internal IT department, cost saving, and many other factors. However, ITESOFT do have the capability to offer AP Automation as an on-premise application, or a hybrid of cloud & on-prem.
Q: Why don’t you identify the supplier from the PO number?
A: If we misread the PO number, or if the number is obstructed or mistyped, assuming the number is correct could have serious consequences. By matching the PO number AND the supplier to the purchase order, we are ensuring confidence in the decision of the solution.