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 to get invoices from vendors.

Start with the basics of AP automation by setting up an AP email box and route 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.

• Create a separate email box for invoices. Instruct suppliers to send invoices to the new email address. Incoming invoices are automatically scanned and created for you.
• 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.

Extract data using OCR and review the invoice

Vendor invoices get imported, and the system extracts the data from each invoice.

• ProcureDesk 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.

Automated 3-way matching process

No more spending time on matching invoices with the 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.

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.

Auto code invoices

With the QuickBooks AP automation solution, you spend less time coding invoices.

• With the smart 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 code 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.

Send Bill to QuickBooks

Automatically sync Bills with QuickBooks, and no need to ever enter bills in QuickBooks.

• For QuickBooks online, the invoice is synced after the invoice gets approved in ProcureDesk.
• There is no need to press buttons to sync the data between ProcureDesk and QuickBooks Online.
• For the QuickBooks Enterprise version, you can set up the frequency for data sync, and the system does the rest.

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 sync with your accounting software (QuickBooks). Employees always know when the invoice was paid, leading to fewer queries from internal stakeholders and vendors.