A CFO Executive Briefing. The Process of Automating Accounts Payable with Workflow
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1 A CFO Executive Briefing The Process of Automating Accounts Payable with Workflow
2 The Process of Automating Accounts Payable with Workflow 2 Implementing workflow automation in your accounts payable department is an easy three-step process and one that a document management company well versed in invoice processing automation can do for you in a matter of weeks. Step 1: Document and Fine-Tune Your Existing Process You need to document how invoices arrive and move through your organization. For instance: How do invoices arrive and what format are they in? (e.g. paper mail, , fax, EDI) Who is involved in the invoice approval process? How many invoices are processed monthly? What is the approval process for both PO and non-po invoices? What information needs to be available to management? How are exceptions and problems handled? How do invoices get posted? Step 2: Be SMART Establishing clear goals will help clarify your objectives in automating your processes and evaluating your ROI. Each goal should be: Specific Measurable Attainable Relevant Timely For example, you may want to improve invoice processing time, reduce data-entry errors, take advantage of early-pay discounts, avoid late fees etc. Step 3: Implement Workflow Automation Software Once your automation goals are established and accounts payable processes mapped, they will be replicated and automated with workflow automation software that will: Route scanned invoices to appropriate staff based on your business rules for processing alerts and notifications when action has (or hasn t) been taken Determine if all information is present for processing and if not notify appropriate staff Track processing steps and employee productivity Provide management visibility into the processes Electronically share data with your ERP or accounting system
3 The Process of Automating Accounts Payable with Workflow 3 How to Leverage Workflow for Further Productivity Gains Once workflow automation is in place you may find ways to further improve the process for even greater efficiency. You may want to remove certain approval and review steps if you see they are unnecessary or add additional steps to further tweak the workflows. You may also want to deploy mobile capabilities so approvals can take place on mobile devices while employees are on the go. You can also leverage your workflow software for use in other departments including human resources (on-boarding), sales (order fulfillment) accounts receivable, legal (contracts), and shipping/receiving. Workflow Automation Next Steps From our experience, the best way to painlessly implement invoice processing automation is to find a document management company with the following experience: Experience working with CFOs, comptrollers, and other finance executives in automating accounts payable and invoice processing Ability to integrate invoice processing automation with your ERP or accounting software Both the options of scanning your invoices off-site with PO Box scanning services and implementing an in-house invoice document management system Finding a partner with these capabilities will help you cut costs and re-focus efforts on resolving billing problems quickly and re-purposing staff for higher value activities.
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5 About Digiscribe & Digiscribe New England Digiscribe transforms the way companies, healthcare facilities, non-profit organizations and government agencies manage and process their documents with document scanning services, document management software and workflow automation services. Companies engage us to solve their business process problems with a portfolio of services and software that is supported with technical expertise, superior customer service and over 25 years of experience. Our New York office is one of the first SOC 2 Type 2 document conversion centers in the New York tri-state area and our Massachusetts office is centrally located to serve New England. All staff are HIPAA compliance trained www.
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