Accounts payable automation for QuickBooks Online and Desktop

Accounts Payable Automation For QuickBooks

Streamline your accounts payable workflow effortlessly without granting QuickBooks access to your team.

THE PROBLEM

QuickBooks is great, but it doesn't provide Accounts payable automation

An inefficient accounts payable process is causing you $1000s in lost productivity and paying duplicate invoices.

+more

Every Week 10s or 100s of invoices go through a manual invoice approval process

Limited visibility into the invoice status
Delayed vendor payments. Unable to pay the vendors as per agreed payment terms.
Manual data entry into QuickBooks means redundant data entry.

Watch me make a “1-click” invoice approval process & track it’s real-time status. status.

Real-time visibility into the invoice status.
Pay supplier invoices on time and avail of early payment discounts.
Seamless integration with QuickBooks so no need for manual processes.

HOW IT WORKS

There is a better way for Payable teams to automate the entire invoice lifecycle. Here is how it works.

( We’ll Set Up Everything For You )

No more manual entry of invoices, automate invoice capture and speed up invoice processing.
Close Books on time by leveraging automation workflows for invoice approvals.
Minimal user training is required to get started. Training and migration included.

Step: 01

Capture All Invoices In One Single Place

The first step in AP automation is to centralize the invoice capture process. There is a wide range of options for processing invoices.

Start with the basics of AP automation by setting up an AP email box and routing all invoices to the AP email box. Instruct your vendors to send all invoices to the AP email box instead of sending paper invoices by mail. It saves you time, and it saves vendor time and mailing cost.

Reduce paper invoices by adding billing instructions on the purchase order.

Use electronic invoices for large vendors like Amazon.com so that it is easy to reconcile credit card transactions. Use Supplier portal to enable supplier self-service. Let your supplier helps you get rid of manual tasks by uploading the invoice. Reduce human error and save time.

Step: 02

Extract Data Using OCR And Review The Invoice

Automate invoice data capture from invoice image using the OCR (Optical Character Recognition) engine—no more repetitive tasks of uploading supplier invoices.

The system extracts both header and line-level data so that you are doing limited to no data entry.

In case of an invoice against a purchase order, the system matches the information and automatically populates the purchase order lines.

Do a quick review to ensure the accuracy of the vendor invoice before the system routes invoices for approval.

Step: 03

Automated 3-Way Matching Process

No more spending time on matching invoices with purchase orders.

Automated 3-way match process matches the invoice with the purchase order and receipt. Missing receipt notification is automatically sent to the buyer.

2-way match process routes invoices for review. The buyer confirms if the service is received before AP marks the invoice as approved.

Step: 04

Automated Invoice Approval Workflows

Be stress-free about your accounting internal controls compliance with automated invoice approval workflow. Set up the approval process and let the system route the invoices for approval.

There is no need to manually email invoices for approval and then chase employees to get the invoice approved. There is an automated workflow to route invoices for approval.

Control spending by reviewing the non-PO invoices. Save cost and reduce compliance risk.

Send automated email reminders for pending approvals. You don’t have to remind the users for approvals continuously.

Step: 05

Auto Code Invoices

With QuickBooks AP automation solution, you spend more time coding invoices. With ProcureDesk matching engine, the invoices are automatically coded based on the information available in the purchase order.

When there is an invoice without purchase order information, you can set up rules to automatically assign the chart of accounts to the invoice.

You can set up auto-coding guidelines based on the supplier, user, or purchased item. This leads to fewer manual journal entries to fix coding errors. Get complete visibility into your cash flow requirements.

Step: 06

Send Bill To QuickBooks

Automatically sync unpaid invoices with QuickBooks. Have peace of mind by managing all outstanding invoices in one place.

The automation process syncs approved invoices with the accounting software platform. The supplier Bill is sent in real-time or on a schedule.

For the QuickBooks Enterprise or QuickBooks Desktop, you can set up the frequency for data sync, and the system does the rest.The system also provides integrated payment options with providers like Bill.com

Step: 07

Sync Payment Status

Once the payment is issued in your accounting system (QuickBooks Online or Desktop), the payment status is synced into ProcureDesk.Pay vendors on time and avail of any early payment discounts.

Whether you use electronic payments, checks, or cash – the payment status is automatically synced back in Procuredesk.

ProcureDesk streamlines the payment process and syncs with your accounting software (QuickBooks). Employees always know when the invoice is paid, leading to fewer queries from internal stakeholders and vendors.

Common Questions

Currently, there are limited options available with QuickBooks. You, of course, can upload a bill and pay the vendor. That is why a bolt-on solution like ProcureDesk can supercharge the current model.

QuickBooks offers various automation features for customer invoices, but there are limited options for automating the accounts payable workflow.

Yes, QuickBooks does have an accounts payable module as a native functionality. It is designed for Finance teams and business owners to upload approved invoices.

It depends upon your needs. We have compared 12 different options for accounts payable automation solutions to make it easier for you.

Accounts payable automation provides you with many benefits: 1. You can reduce the invoice processing time by at least 30-40%. 2. You can pay your vendors on time or pay early and get early payment discounts. 3. You can mitigate compliance risk by implementing segregation of duties.

You can use QuickBooks online to import the Bill and then match the Bill manually with the purchase order. You can make the model work by keeping the approvals and exception management outside the system. Alternatively, you can invest in an AP automation solution like ProcureDesk that integrates with QuickBooks Online.

There is a wide range of AP automation solutions. To find the best solution, we recommend the following: 1. Create a list of the top 3 use cases you want the AP automation solution to solve. 2. Invite 2-3 vendors for a quick demo. 3. Do a trial if needed. 4. Pick the best AP automation software for your business.

ProcureDesk is compatible with QuickBooks Online (QBO) and QuickBooks Enterprise (Desktop version). If you are considering another solution, then look if they have an integration section and if QuickBooks is listed as an option. You want to find a solution that calls the QuickBooks in real-time so that you don't have to worry about clicking buttons to sync the data.

ProcureDesk supports all versions of QuickBooks, including the following: QuickBooks Online QuickBooks Online Plus QuickBooks Online Advanced QuickBooks Desktop QuickBooks Advanced