How to transition from manual to automated invoice processing

Lost invoices, missed payments, and endless back and forth to fix a simple mistake. Sound familiar? With a cloud-native IDP, it’s possible to be both more accurate and save your company precious time.

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How to streamline your invoice processing

In this guide, you’ll get a better understanding of the far-reaching benefits that come with better AP time management and accuracy. We’ll also advise you on automation tools and techniques you can use to ensure your department delivers maximum value to your company.

Automated invoice processing

Currently, over 90% of invoices are processed by employees using manual data capture and processing methods. This may not be surprising when businesses have used manual invoice processing methods since business transactions started. However, in the 21st century, technological advancements have made it possible to make invoice processing far more efficient. Even though 44% of businesses still receive invoices by fax, and therefore on paper instead of in a digital format, automated invoice processing can greatly reduce the time it takes for employees to capture data and process paper or digital invoices.

Automated invoice processing can include software or programs that make an aspect, or the whole, of the invoice processing task simpler, more efficient, and more reliable. Sometimes a simple invoice processing software that creates invoices with a template is all a business is looking for. Large businesses, however, often require a more comprehensive system for invoice processing. Since they have to handle hundreds of unique invoices that are likely in different formats, the best invoice software for these businesses is one that can capture and process the data regardless of formatting

For businesses that are in the market for software that can comprehensively automate invoice processing, the best invoice app will be able to work with the business system currently in place at the company. Additionally, an easy-to-use invoice processing software means that the company does not have to use several different apps to get the work done. 

With Artificial Intelligence, the time it takes for invoices to be processed can be reduced dramatically. This is one of the elements that make up the best invoice processing software. Rossum’s Intelligent Document Processing platform is an easy-to-implement software that businesses can utilize for all of their invoice processing needs. From receipt to payment, Rossum can make invoice processing easy, reliable, and secure.

Automated invoice processing Excel

If your business uses Microsoft Excel in its financial department and is looking for a way to convert received invoices into an Excel spreadsheet, an automated invoice processing Excel program is the best choice. The best software will be able to read, extract, and enter the data from an invoice into the correct fields in the Excel sheet with little human involvement. 

Otherwise, for businesses that are willing to use a template, there are automated invoices and Excel template options available online that can be used for manual data entry. These templates are a suitable choice for companies that want an easy way to convert invoices to Excel, but they do not greatly speed up the process. There are also many times when a business needs to find software that will know how to create invoices in Excel with database fields from another program.

On other hand, a business may need to generate invoices from Excel sheets. The right software will be able to generate invoices from Excel data with no formatting issues. An Excel invoice generator with an inventory system is a fine choice for small businesses that want to keep their invoices and data in one program. This kind of software will be able to easily create multiple invoices from Excel spreadsheet data so that fewer manual data entry methods are required. Using Microsoft’s Excel VBA invoice generator is another simple way to automate a step in invoice processing.

Invoice billing software

Another way to automate a portion of invoice processing is in the area of billing. Invoice billing software can help businesses make and collect payments consistently. The best billing software will also reduce human error and make vendors happier when they receive payments sooner than expected. There are several options available online for simple invoice software. Some of these are free to use and can be a great choice for small businesses that want to improve the billing process. 

Invoicing software comes in many shapes and sizes. Most were created for small businesses and contractors that are looking for a simple system that can create, track, and pay or receive payments on invoices. These programs are an easy way to organize invoices, but they are not capable of handling the requirements of large businesses. With data entry being one of the most important aspects of the invoice billing process, automating data capture and entry can be the best way to improve a large business’s financial department tasks. Automation that incorporates deep learning technology can boost the efficiency of invoice processing and make billing simple. Rossum uses this technology to capture data from any document and convert it into a usable format for billing purposes.

Automated invoice processing QuickBooks

One of the most well-known automated invoice processing software options used by businesses is called QuickBooks. The technology for automated invoice processing QuickBooks uses is centered around helping small businesses pay invoices faster and with more security. Most businesses use QuickBooks online for convenience rather than downloading the app. The only real difference between the app and the online software is that the online version requires internet access and lacks the customization possible with the app. QuickBooks invoice API capabilities present another way to customize invoice creation.

For businesses that are interested in using QuickBooks, looking for a QuickBooks invoice example is a good place to start learning more about how it works. It all starts with the business creating QuickBooks invoice login information so that they can easily access their invoice data through QuickBooks online or the QuickBooks app. It is also essential for a business to know QuickBooks invoice pricing so that they can know how much it will cost them to use QuickBooks for payments. With QuickBooks, invoicing and payments are organized and become simple procedures for small businesses. Still, the software does not automate the entire invoice process and is not convenient for large companies. Instead, an AI-powered software like Rossum can be a more efficient and capable option.

Best automated invoice processing software

Automated invoice processing software can be the difference between late and early invoice payments which are key to the success of the business-vendor relationship. Invoice automation benefits include savings in money and time, as well as providing an organized and efficient system for all invoice processing tasks. Knowing how to automate invoice processing in Excel is just one small piece of this financial automation puzzle. The best invoice software for Windows 10 will be able to work with Excel spreadsheets, but should also be capable of processing invoices in other formats. For small businesses, most programs online will offer just what they need, but large companies may have to decide between a single software and a complete ERP system. 

The automated invoice processing Oracle Cloud solution is an option for large businesses that want more comprehensive software for their invoice processing needs. However, the Oracle software does not have the ability to aid in the validation or approval steps of invoice processing. The best automated invoice processing software is one that can provide businesses with automation in every step of the process. Additionally, the best software will use AI to enhance its capabilities, making it the best choice for large companies. Rossum’s AI-powered software can help improve every portion of invoice processing.

Invoice to pay process

A robust automated invoice processing software will be able to improve the entire invoice-to-pay process. This process is also called the procure to pay process, and essentially describes all of the tasks completed by the accounts payable department in a company. Starting with the request for products or services, the invoice to pay process then moves to the purchase order stage. After that comes the receipt of the products or services and the actual processing of the invoice. Payment completes this end-to-end AP process. 

The invoice-to-pay process requires time and money from a business and finding a way to automate the process can result in savings. To save the most, businesses should invest in machine learning invoice processing software. Software that includes machine learning and AI are some of the only ways that the entire AP process can be automated. Instead of employees spending hours extracting data and reformatting invoices, AI-powered software can do it for them. The complete AP process can be automated with this kind of technology and employees will only have to validate some of the data instead of every piece of it. Rossum’s platform is a software that continually learns over time and can make invoice processing a faster task.

Extracting structured data from invoices

The most time-consuming task of the financial department’s employees is data extraction and data entry. It can be incredibly difficult to work with the many different layouts and formats that businesses receive and send for invoices and to convert the data into the right format. Extracting structured data from invoices does not have to require hours of tedious work, however. With an automated invoice processing software like Rossum, extracting data for use in a business system is easy.

To extract invoice data from image files, an AI-powered document processing software will be able to read the data from the image and enter it into the corresponding fields in the business system, whether that is Excel or another program. One of the most common digital file formats for invoices, the PDF, also requires data extraction in order to process and pay the invoice. To extract invoice data from PDF files, the best invoice processing software will be able to easily convert that data into the right format so that the business can pay the invoice on time. 

Automated invoice processing software can range from simple, free, online programs for organizing invoices to robust, AI-powered systems that can save the business time and money. Rossum is an AI-powered system that can make invoice processing for large businesses easier.

Capture and extract invoice data in minutes

Eliminate the hassle of creating new templates and rules for every single invoice layout that’s new to your AP workflow. Process thousands of invoices in minutes with the Rossum AI data capture technology.