Your Guide to Choosing the Best Invoice Processing Software for Your Business

Invoice payment processing is a fundamental part of any business's financial operations. For most companies of any size, the Accounts Payable (AP) department manages outgoing payments to suppliers and vendors. And the degree of accuracy and efficiency an AP Department uses can significantly impact a company's cash flow, vendor relationships, and overall financial health.

In this article, we'll provide an in-depth understanding and guide for AP departments covering the benefits of automation, critical steps in the invoice payment process, and available software solutions to help streamline invoice payment processing.

Invoice processing refers to the tasks and procedures performed by AP departments to ensure that invoices received from suppliers and vendors are accurate, approved, and paid on time. This process involves several key elements, including receiving and sorting invoices, verifying their accuracy, obtaining necessary approvals, scheduling payments, billing, and how maintaining accurate records. Proper invoice processing is crucial to maintaining an organization's healthy cash flow and financial controls.

For more insights into comprehensive billing solutions, refer to our Best Billing Software for Small Businesses article.

Automating the invoice processing workflow can bring a wide range of benefits to AP departments:

• Increased efficiency and accuracy: Automation reduces manual data entry, which is time-consuming and error-prone. When companies streamline their processes by removing manual tasks, AP teams can handle more invoices in less time and with fewer mistakes.
• Cost savings: Automated invoice payment systems can reduce labor costs associated with manual processing, such as data entry and verification. AP departments upgrading their approach to payment processing using automated software processes could simultaneously reduce payroll while increasing production.
• Reduced manual errors: Human error can lead to costly mistakes, such as duplicate payments, late fees, or missed discounts. Automated invoice processing minimizes the likelihood of these errors, leading to more timely and accurate payments and financial records.

The invoice processing workflow typically consists of the following key steps:

• Receiving and sorting invoices.
• Verifying invoice accuracy and obtaining approvals.
• Entering invoice data and coding.
• Scheduling and executing payments.
• Maintaining accurate records and reconciling accounts.

Responsibility for completing each step in the invoice processing workflow often rests with different persons or sections in AP. Understanding this workflow is critical, however, for identifying bottlenecks and potential areas for improvement.

Here's a closer look at the five major steps in the invoice payment process:

AP departments receive invoices from suppliers and vendors via mail, email, or electronic data interchange (EDI). Invoices are sorted and categorized based on their type, due date, and other criteria.

In this step, it is essential to establish a standardized system for handling and organizing invoices, such as creating designated folders or categories in your accounting software. This organization ensures that invoices can be easily located and tracked throughout the payment process, reducing the risk of misplaced or lost invoices.

AP staff verify the accuracy of invoices by comparing them against purchase orders or other records. They also obtain approval from relevant stakeholders, such as department heads or budget managers, before paying the invoice.

Establishing a clear chain of command and approval process can help prevent unauthorized payments and ensure expenses align with the company's budget. Additionally, a standardized verification process helps identify potential discrepancies or errors early on. This can reduce the risk of overpayments or supplier disputes.

Once an invoice is verified and approved, it's entered into the company's accounting system using a unique identifier, such as an invoice number or code.
Consistent coding standards for each invoice are crucial for accurate financial reporting and analysis. It allows AP departments to efficiently track and categorize expenses, making it easier to monitor spending patterns and identify potential areas of cost savings.

AP departments schedule invoice payments based on due dates, cash flow management, and any applicable discounts or terms. Payments are then executed using various methods, such as checks, electronic funds transfers (EFTs), or credit cards.

Effectively managing payment schedules can improve a company's cash flow position and help maintain strong vendor relationships. Taking advantage of early payment discounts or negotiating favorable payment terms can lead to significant cost savings over time.

AP teams maintain accurate records of all invoices and payments and regularly reconcile accounts to ensure that financial records are accurate and up-to-date.

Proper record keeping is essential for complying with financial regulations and facilitating audits. Regular account reconciliation helps detect discrepancies or errors, ensuring that the company's financial statements accurately reflect its financial position. It also allows AP departments to monitor outstanding invoices and follow up on overdue payments improving cash flow management.

Traditionally, invoice processing for payment involves manual tasks, such as sorting paper invoices, data entry, and physical checks. However, as technology advances, many companies are transitioning to automated processing systems. These systems help streamline the process by digitizing invoices, automating data entry and verification, and simplifying payment execution.

To successfully process an invoice for payment, AP departments should follow these steps:

• Ensure that the invoice has been accurately received and sorted.
• Verify the invoice details against purchase orders and other relevant documents.
• Obtain necessary approvals from relevant stakeholders.
• Enter the invoice data into the accounting system and assign the appropriate coding.
• Schedule and execute payments using the most suitable method.
• Maintain accurate records of all transactions and regularly reconcile accounts.

Choosing the right invoice processing software is crucial for AP departments looking to improve efficiency and accuracy. When evaluating software options, consider the following key features:

• Integration with existing systems: The software should easily integrate with your existing accounting system, enterprise resource planning tool (ERP), or other financial programs to ensure seamless data flow and minimize errors.
• Automated data capture and verification: Look for software automatically extracting and validating data from digital and paper invoices, reducing manual data entry and errors.
• Approval workflows: The software should allow for customizable approval workflows, enabling you to assign invoice approval responsibilities to the appropriate stakeholders.
• Payment processing: Choose a solution that supports various payment methods, such as EFTs, ACH, or credit cards, and can handle multiple currencies and international transactions if needed.
• Reporting and analytics: Robust reporting and analytics features will enable your AP department to gain valuable insights into invoice processing performance and identify areas for improvement.

Some top invoice processing software options available in the market include:

• SAP Ariba;
• Bill.com;
• QuickBooks Online;
• Coupa;
• FreshBooks.

When it's time to make an invoice payment, here are the 5 steps that AP departments should follow:

1. Confirm the accuracy of the invoice and ensure all necessary approvals have been obtained.
2. Choose the most appropriate payment method, considering the vendor's preferences, transaction fees, and potential discounts or incentives.
3. Schedule the payment to ensure it is made on or before the due date, avoiding late fees and maintaining a positive relationship with the vendor.
4. Document the payment details in your accounting system, including the payment date, method, and amount.
5. Regularly review and reconcile your accounts to maintain accurate financial records.

Invoice processing automation software streamlines and optimizes the entire invoice payment process. By leveraging technology like optical character recognition (OCR) and machine learning, these solutions can automatically capture, verify, and process invoice data, significantly reducing manual effort and error.

Benefits and applications of invoice processing automation software for AP departments include:

• Faster and more accurate invoice processing.
• Reduced labor costs and time spent on manual tasks.
• Improved cash flow management and forecasting.
• Enhanced vendor relationships through timely and accurate payments.
• Increased visibility and control over the entire invoice payment process.

Efficient invoice payment processing is crucial for maintaining healthy cash flow and vendor relationships. And by using the 5 steps in the invoice payment process we’ve outlined, you’ll be able to ensure the company's overall financial stability. By leveraging automation and adopting the right software solutions, AP departments can significantly improve their invoice processing workflows.

Embrace technology and explore the benefits of automation to help your AP department become more efficient, accurate, and effective in managing your company’s invoice payments.