Invoice Processing

Invoice Processing is a solution based on our docuForce cloud platform that allows you to efficiently organize purchase to payment processes. Effective work of the financial department is impossible without properly organized processes for processing incoming documents. Our lightweight innovative solution, with elements of artificial intelligence technologies, will allow in a matter of days to raise the efficiency of existing processes to a completely new level.

Process Management

There are many shortcomings in manual or inadequately configured procurement, approval, delivery, and payment processes. Even small organizations are faced with a significant volume of incoming paper and information, long approval cycle, late payments, ineffective workflow with suppliers, poor budget control. Managing processes in manual mode leads to an increase in the number of staff serving the business. In many companies it is very common to purchase two or more programs for solving problems of processing, coordination applications and payments. Receiving and processing documents from various sources also complicates the process management. As a result, the financial block works with reduced efficiency, and financial risks appear. We offer a solution that is designed to optimize the process with minimal involvement of personnel, which will make it possible to use the resources of the financial and related departments more efficiently. If the enterprise automates every step of the purchasing process, it gets tangible value from efficiency. Invoice Processing is a solution based on a set of SaaS services (Soſtware As a Service), fully complies with security requirements, accounting regulations, processes are built in accordance with international audit requirements for the procurement process.

Invoice Processing from
InfoLogistics allows you to:

Shorten the duration of the purchasing process

With the help of the solution, you can transfer the entire cycle to an automated platform in a few days. All purchase orders, supplies, payment orders will be aggregated in one place.
Build electronic document flow and get rid of paper as much as possible

We optimize the handling of incoming paper through centralized scanning and processing. Electronic documents received by the company from various sources also go directly to the system, an user can work with them as with ordinary documents and sign the electronic signature.
Optimize functions for accounting employees

Incoming documents are automatically recognized, matched to the agreed purchase, delivery or budget. After that, automatically or with minimal participation of the accountant, transactions are generated for the accounting system, registers of payments. Built-in recognition functions minimize manual input.
Manage working capital

Managers often encounter such a situation when invoices for payment are lost, delays occur, and the company is forced to pay fines. With the help of Invoice Processing, documents will not be lost, which will allow you to use discounts for early payments or to optimize working capital in a business through late payments.
Control
budget

Invoice Processing will allow you to increase control over your budget with simple settings to track limits by line item and budget owner.

Key functionalities:

Processing steps

Document approval
Creation and approval of purchase orders, confirmation of delivery and payment in electronic form.
If the purchase is permanent, then the possibility of agreeing on a monthly purchase budget
Easy setup of approval routes, purchase limits by cost item and budget owner
Automatic comparison of incoming documents with approved purchase orders, automatic route planning in case of an inconsistent / partially agreed purchase, autodetection of the initiator
Creation of a single point for processing incoming paper and electronic documents received from other sources, electronic documents are signed by electronic signature directly from the system
Synchronization with accounting systems (uploading documents to accounting systems)
Ensuring the user's work in a "familiar environment": an Internet browser window
Support for work on mobile devices, as well as the convenient ability to "scan" and create a document using photography with a mobile phone
A simple model for managing settings and user rights allows you to quickly and flexibly configure the system

Diagram of automated business processes

For complete optimization of processes, the scanning and document recognition system InfoLogistics SmartScan is connected as a data source. It is a system for streaming processing, document recognition and electronic archiving. storage, for companies with a large volume of paper documents. Data sources are used to collect documents into the system and consolidate within the delivery. There may be various sources of data - scans, emails, our partners' systems, photos using a mobile application.

Advantages:

Implementation speed

Short implementation cycle: from one week. The system does not need to be installed / implemented / maintained: everything is ready directly as the cloud service.
Scalability

The modern technological platform makes it possible to connect all employees working remotely with the system.
Convenience

All processes are built in the system logically and as clearly as possible. The user-friendly interface is "intuitive" for the user.
Cash flow and budget control

Using the system, you can track not only the procurement process, but also manage working capital and control cash flows.
Unification of the procurement process

Use of uniform standards for all departments, budget items.
Centralized storage of all documents

Creation of a single information space for all divisions of the enterprise.
Flexibility

The system can be customized according to the needs of a client

Consulting services

Highly qualified specialists of InfoLogistics carry out the implementation of Invoice Processing as soon as possible and within the established budget. In addition to the implementation of the system, InfoLogistics provides consulting services, expertise of existing business processes, technical support and staff training.

Best Practices

With the help of InfoLogistics' docuForce solution, we have converted the cash records of the Prisma chain of stores into electronic form. Now the coordination, signing and storage of incoming / outgoing cash orders, as well as cash books occur electronically. We have significantly reduced our costs for this business process.
Our relationship with customers involves the need to provide detailed agency reports along with closing documents. To generate such reports for customers, you need to transfer a large volume of information from invoices from suppliers, most of which use paper documents.

Outsourcing of digitization and data entry from documents from Infologistics has made it possible to significantly reduce labor costs for the process of forming agency acts and scale the process without increasing its own staff company.
To increase operational efficiency, we decided to adhere to the concept of centralized accounting, when there are no accountants in stores, and store managers sign documents from local suppliers. In this regard, the question of the speed of payment of bills arose sharply, since originals from remote stores were delivered to the central office for a long time, and there was no mechanism to control these deliveries.
Infologistics has developed a mobile application for us that allows store employees to quickly take a photo of documents, send them to the Operations Center for recognition and verification, and from there - to payment approval systems. This solution made it possible to significantly reduce the terms of payment of incoming invoices, as well as to ensure control over the receipt of closing documents in the archive.
We have been cooperating with Infologistics for many years and have implemented a large number of projects to optimize the back office in terms of document flow. Archival storage of documents in a physical and electronic archive, integration solutions for processing incoming documents, a single archive of electronic documents from different sources and scanned copies - all these solutions have shown high reliability and efficiency.