Create a paperless accounting process for your AP department built on an OCR-intake approach that delivers clean and useable data – all while ensuring over 99% pre-ERP accuracy.
Throughout our 27 years, we’ve systematically developed proprietary processes and technology to eliminate human interaction with complex invoice transactions. DataServ's tailored AP invoice automation reduces invoice processing costs, frees staff time, mitigates invoice fraud, and streamlines the approval process.
Eliminate manual tasks, such as invoice matching and comparison processes, and make the most of your PO process by validating invoices with AutoVouch and automatically scheduling for payment.
When you simplify your accounts payable workflow with our software you can reduce processing times with responsive controls, distribute coding without errors; document and enforce your delegation of authority.
Replace mountains of paper invoices with an electronic audit trail. Our AP automation solutions allow you to easily report on the approval workflow history of each document, including approval steps, dates, and comments.
With automated invoice processing, routing, daily email alerts, and AutoVouch, approvals operate at maximum efficiency. Our software transfers the burden of coding to the buyer and payment approval teams can rest easy knowing that accuracy is maintained with tools like autofill and predictive coding.
We leverage the best of what Artificial Intelligence and Human Intelligence have to offer, to promote best practices and perpetual improvement to the AP process.
All location, date, PO, receipt, and invoice data in one, easily accessible place.
Controls in place to maximize straight-through invoice processing and prevent prematurely forcing unnecessary exceptions.
Built-in processes and machine learning to identify and implement proper AP workflow based on your unique needs.
Our system distinguishes between different PO types to change how quantities and pricing are matched.
Remove extra characters that can impede automation, and normalize different units of measurement.
Visibility into your financial liabilities, giving you the power to make better and faster decisions.
Unlike other solutions, ongoing client support, and training are included. Our Tier 1, 2, and 3 support is robust. We are there to help with user issues, help management set up new workflows, or help your IT team uncover why something is not syncing the way it once did. Our experts also set up onboarding sessions to train your new staff members on our Accounts Payable soltware solution.
We take a unique approach to initialization. For speed, the first “80%” is our standard software solution that establishes industry best practices. The other 20% is custom-tailored to meet the unique needs of your accounts payable processes.
AP automation shouldn’t mean more work for your team. Users are trained and supported every step of the way and have access to U.S.-based 24/7 support.
We can integrate with any accounting systems — from ERPs to MRPs to Financial Management to Email in both software and cloud environments.
Our mobile approval applications and email alerts give your organization and accounts payable department the access you need.
Documents and invoice data can be retained or destroyed based on industry rules and regulations and your company’s needs.
Our Accounts Payable solutions include currency conversion capabilities and browser language choices to support users in 50 countries.
DataServ's Accounts Payable process can reduce your cost of compliance with automatic currency conversion and built-in controls for all countries.
Global Approval Matrix
DataServ documents delegation of authority, and automatically converts thresholds across any form of currency. Our software can convert any currency, using the real-time exchange rate to simplify approvals and ensure accuracy.
Grant accounts payable employees and vendors the ability to facilitate the collection of data for new vendor onboarding, upload critical documentation, and make key information updates with a set approval process for control.
Expense Report Automation
Enable your accounts payable department and other employees to submit expense information, capture receipt images, and provide expense data back to your accounting system for automated processing.
AP automation is the use of software systems to automate and streamline the accounts payable processes. An AP automation solution maximizes efficiency while minimizing the potential for mistakes common in antiquated, manual systems. Advanced AP automation systems, like those offered by DataServ, offer added features such as document retention and destruction, analytics and dashboards, and integrated mobile capabilities.
An effective and efficient accounts payable invoice automation system can be a game-changer for your business. However, breaking your cost savings down to a concrete and specific dollar amount is dependent on a wide variety of variables. We can say that the right single-stream invoicing software system can reduce manual filing and processing times by up to 80 percent. AP automation solutions reduce invoice processing costs and dramatically improve payment accuracy. That equates to less time rustling papers and more time focused on value-added tasks necessary to improve customer relations and grow your business.
Paperless document management is a system in which hard copy files and documents are migrated to a digital format. A concept adopted by more and more businesses each year, paperless document management is the eco-friendly solution for boosting efficiencies, improving accuracy, and cutting costs associated with supplies and administrative labor. DataServ’s AutoVouch™, for example, transforms complicated and mistake-prone paper systems into a seamless transactional process that virtually eliminates the potential for human error. AutoVouch uses SaaS OCR technology to migrate paper documents into convenient digital formats to ensure maximum efficiency and accuracy at all times.
Sticking true to the old “time is money” adage, the two biggest attractions to AP automation go hand in hand: time savings and money savings. By automating your accounts payable processes and procedures, you’re saving your business valuable clerical hours and virtually eliminating the potential for errors. AP automation streamlines business processes top to bottom and can vastly improve your company’s productivity and potential for growth. Without the burden of constant manual processing and filing tasks, your staff can focus their time, energy, and talents on building the future of your business.
Purchase order matching (or PO matching) is the accounts payable process of comparing purchasing documents and invoices to ensure that delivered goods and services, as well as incurred payments, are accurate and in check with one another. When done manually, the labor-intensive process can be daunting and take quite some time. Automated purchase order matching software, like DataServ’s AutoVouch™system, can knock out the time-consuming process in a fraction of the time and with superior accuracy.
Like that offered by DataServ, the software is highly customizable and designed to streamline every step of the accounts payable processes, including AP approval. For instance, DataServ's software boasts automated approval routing, which can be customized based on your approval matrix and chain of command up to three levels. By automating AP approval processes, you’ll keep everyone on the same page with regard to AP procedures while minimizing the risk of costly mistakes or oversights.
AP automation takes those dusty and cumbersome documents from your file room and digitizes them, keeping everything you need organized and easily accessible at all times. No more misplaced or misfiled documents and no more rummaging through file cabinets to find what you need. Every document is literally at your fingertips and backed up via the cloud. Furthermore, document retention and destruction processes can also be set up to meet your company’s needs.
A workflow is the sequence of administrative processes that a project or piece of work must pass between initiation to completion. More often than not, this involves touches by several members and/or departments throughout your organization, and if not done efficiently and effectively, items can be overlooked and mistakes can be made. Automated workflow, by contrast, takes these processes and streamlines them digitally. DataServ SaaS workflow is designed to automate routing, approvals, work queues, notices, and more in a constant effort at keeping all key players on the same page and working toward the same goal. Doing so dramatically improves productivity while cutting costs and minimizing the potential for error.
OCR scanning, or optical character recognition scanning, is a convenient feature that allows words and characters within a scanned document to be recognized, rather than just seeing the entire document as a single, static image. This allows users throughout your organization to access editable and customizable documents simply by typing in a name, purchase order ID, item number, or any other key piece of information. DataServ uses SaaS-based OCR in our world-renowned Digital Mailroom to convert our client’s documents from paper to digital.
Touchless invoice processing allows for quick, efficient, and accurate invoice processing through a sharable digital platform. The DataServ AutoVouch™ system, for example, converts paper documents into digital data and processes invoices based on a two or three-way match. Transactions can be set up to automatically flow into your business’s ERP system to be scheduled for payment without being “touched” by a single administrative staff member.
Obviously there are a number of variables that can affect your AP automation ROI: the size of your business, the cost of your labor, the price point of your goods and services, and so on and so forth. In general, however, DataServ clients routinely see a per-invoice return on investment of between five and fifteen dollars. Try our ROI Estimator to calculate your potential return on investment.
Yes! It is certainly possible to integrate with ERP systems. DataServ can seamlessly integrate with virtually any ERP! After undergoing a “pre-ERP” two or three-way matching system to ensure accuracy, invoices flow into your ERP system for payment scheduling without being “touched” by a single staff member.
E-invoicing, or electronic invoicing, is the process of digitizing your company’s invoicing systems, therefore reducing time, labor, and mailing costs. One misconception we hear quite often is that simply doing invoicing by email constitutes e-invoicing. To clarify, emailing a PDF or TIFF invoice to a client, having them print it out, fill it out by hand, re-scan, and email back is not true e-invoicing. At DataServ, we consider true e-invoicing to mean the implementation of OCR software, the option for digital populating, and an invoicing process that is truly paper-free and 100 percent automated.
For a complete and filterable list of articles, guides, case studies, videos, and other helpful resources relating specifically to AP automation best practices, visit our Best Practices page.
Automating accounts payable processes improves efficiency by allowing your team to skip the time-consuming, and potentially errorsome manual processing tasks necessary to maintain accurate records. By digitizing AP documents, and streamlining workflow, you’re freeing your team from these menial administrative tasks and allowing them to focus their energy on steps to grow and improve your company.
Accounts payable automation software comes in all shapes and sizes, and it’s important to make sure that the provider you choose for your business is able to meet every one of your AP automation needs. Here are the most desired features we come across in client discovery calls:
Measuring performance as it relates to accounts payable comes down to analyzing the time and resources necessary to complete a single invoice. For instance, what is your cost per processed invoice? What is the average time per processed invoice? How many invoices are processed per employee per day? In taking the time to break down each of these figures, you’ll find that accounts payable automation may very well be a worthwhile investment and pay for itself in no time. DataServ makes this easy with our built-in analytics and dashboards.
As much as we aim to make business AP processes completely paperless, sometimes you’re bound to have a client that insists on doing things the old-fashioned way. That’s where our Digital Mailroom comes into play. We receive invoices on your behalf in any format, via any source, even paper. Within 24 hours those paper invoices have been digitized through our SaaS-based OCR, undergone a 5-step verification process, and been made available for you in DataServ. We then retain or destroy documents based on industry rules and regulations and your company’s needs.
The AP automation process begins with a comprehensive understanding of the current AP processes. This includes all the people involved, processes currently followed, and technologies now used. Armed with this understanding, DataServ can guide clients to the best AP Automation solution for their needs today and into the future. This can and should be an “evolutionary” process” vs. a “revolutionary process,” depending on one’s current state of readiness to adopt automation and ability to drive the change necessary. We have found that an evolutionary approach like this works while taking the “big bang” approach of trying to bite it all off at one time can sometimes backfire. Once you are ready, the primary components that comprise a holistic AP automation solution include 1) Invoice Processing Machine – Takes in your invoices regardless of form or format (I.e., Paper, Email, EDI, Other, etc.) to capture and normalize key invoice data into a single, standardized stream of data used for automation downstream, as well as, creates a digital image of the invoice to see in the system; 2) Non-P.O. Workflows – Establishes pre-ERP, automated workflows to properly route, code, and approve all Non-P.O. based transactions for payment; 3) AutoVouch – Establishes a pre-ERP, fully touchless process to intelligently perform a two or 3-way match of P.O.-based invoices against corresponding P.O. data & Receipt data files integrated into the system. Also, establish exception workflows for any that do not successfully match to be worked by the appropriate parties; 4) System Integrations – integrate your GL Account structure, Vendor Master File, GL Accounts, P.O. Files, Receipt Files, and Payment Files with the system in the safest, most reliable method possible. (Hint: this is why we have successfully followed our “lowest common denominator” approach to integrations for 20+ years!); 5) Business Intelligence Analytics – establish the right mix of analytics reporting to help drive the continuous improvements that are always possible with access to better intelligence.
There are many reasons why automating accounts payable automation is important for businesses. Perhaps the most obvious reason is that it can save the business time and money. With accounts payable automation solutions, companies can reduce or eliminate manual tasks associated with processing invoices, such as data entry, matching invoices to purchase orders, and approvals. This can free up time for employees to perform other tasks that contribute to the business, such as generating revenue.
An accounts payable automation solutions system should be an Exceptions-based, Pre-ERP system that intelligently automated and eased the process of receiving, routing, coding, and approving company invoices for payment. It should eliminate as many “touches” as possible while freeing up time for your people to focus on driving continuous improvements that contribute to your bottom line. The best of them, like DataServ, will focus on automating all that can be automated while easing the process of working the “exceptions” to achieve the accurate, timely processing of invoices approved for payment within your established cash management policies.
Companies can save time and money, enhance financial controls, gain better visibility into financial obligations, and drive continuous improvements over time through effective business intelligence. Substantial ROI potential almost always exists for most, and it also provides a better employee and supplier experience than those without accounts payable invoice automation. AP automation has become a must-have to compete in most industries today.