Digital invoice approval

Q: How long does it take to implement automated invoice approval?

If using the standard system, the introduction doesn’t take long. It can be completed in as little as 14 days in the best case.

Q: How much does automated invoice approval cost?

Automated invoice processing is available as an extension to your DMS for as little as €299 per month. This includes five accounting users and 250 invoices per month.

Q: How quickly will our team learn to use the system?

Many companies worry about time-consuming training sessions. But don't worry. After a short introduction to the system, users can use the invoice release function - without disturbing their routine daily tasks. As key users are involved right from the start, they train during the implementation. The amount of training required afterwards is low.

Process incoming invoices easier and faster with invoice approval software

Reduce workload due to automated invoice approval
Fast and transparent and approval process
No need to worry about payment terms and discount deadlines
Meet compliance guidelines
Seamless integration with other systems

From inbound to controlling: a simple and fast invoicing workflow that works for you

Time-consuming, error-prone, and lacking in transparency: Manual processing of invoices is a demanding and time-consuming task. As processing takes time, meeting discount due dates can also be challenging. With the right software, you can digitally process your invoices. This is easier, more reliable and, above all, faster.

1. The invoice arrives.

Whether by mail or by e-mail: As soon as the invoice arrives, processing begins. Paper invoices are scanned and routed automatically into the automated invoicing approval process, along with any digital invoices. The workflow starts.

2. The invoice must be verified.

The second stage of the invoice workflow begins with the invoice review. The digital invoice approval or invoice verification process automatically records all of the data on the invoice. The invoice is also classified and checked. Now the invoice is prepared for release.

3. The invoice is approved.

If an invoice lists multiple items, the individual items are taken into account. For this, the invoice is sent via a workflow to the necessary departments. If required, contribution-based or other clearance tests can be included. Is everything correct? The invoice is approved, and all involved parties are informed.

Your biggest advantages with electronic invoice approval

Automatic processing of your invoices.

The system replaces the manual and time-consuming task of processing invoices with digital invoice approval. As the fully-processed invoice can also be filed digitally, you don’t have stacks of paper invoices and bulky files taking up space.

You comply with payment terms and discount due dates.

The digital approval of invoices saves one thing in particular: Time. As the approval process is much faster, you’ll find it easier to meet payment terms and discount due dates, and avoid internal complications.

You meet compliance guidelines.

Even in financial accounting, topics such as data protection can be tricky. With digital invoice approval, you will meet all requirements. With this solution, you comply with all conditions to process invoices and other types of documents - including revision-proof archiving.

Use workflows for invoice approval.

Do you have one invoice with five different items? Previously, you would have to contact five different departments individually. A workflow in the system now triggers all necessary steps to provide automated digital approval. The persons involved can access and approve the invoice regardless of their location, which makes the whole process straightforward.

Avoid duplicates.

It is annoying when an invoice is accidentally duplicated, and no one wants to spend time correcting errors. In the future, your system will independently prevent duplicate processing. It undertakes a duplicate check and so ensures everything is done properly right from the start.

Cloud or on-premises - which model makes sense?

When you choose automated invoice processing, you choose whether to implement it in the cloud or on-premises. With the on-premises version, the software is installed on your own company server. You take care of maintenance, servicing, and updates yourself. With a cloud solution, the software is installed on the server of a service provider, who then takes care of all of the maintenance - you select "Software as a Service," or SaaS for short.

Play it safe - because data protection is a top priority in the cloud: Providers such as Microsoft and Amazon invest a great deal of time and resources to ensure data security and data protection to a degree that most companies would not be able to do themselves. They have teams around the world whose sole responsibility is to keep cloud solutions secure - and they do so with great success.

Cloud or on-premises - both options have their advantages. Are you unsure which of the versions suits you better? Ask your YAVEON consultant. Together, we will find out which option is right for you.

Electronic invoice approval combined with other solutions

Using software efficiently means achieving maximum results with it. This is how to get the most out of your digital invoice approval: You can integrate other solutions, such as document management systems (DMS), via interfaces.

Once an invoice has been fully processed, it must be archived. This works best with a digital document management system. Because the archiving is automated and audit-proof. Searching via keywords and metadata is also much easier than rummaging through paper invoices in folders, so you save time and can provide information quicker.

ERP connection? Possible.

Do you want a connection to your ERP system? Please get in touch with us - we will be happy to advise you. In addition, with our e-invoicing module, we offer the possibility of sending invoices automatically from the Microsoft ERP system.

Questions are there to be answered.

FAQs about the digital invoice approval

How much does automated invoice approval cost?

How quickly will our team learn to use the system?

How long does it take to implement automated invoice approval?

Why should I implement automated invoice approval with YAVEON?

Automated invoice processing with YAVEON means software solutions at the highest level and with tangible added value. Our many years of experience with ERP and DMS solutions ensure project success right from the start. But what would a project be without enjoying the work? We are convinced that dealing with each other in a spirit of partnership turns a project into an experience.

You have questions? We have the answers.

Contact us now.

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