ProcureDesk

Every AP team deserves efficient Invoice workflow software

ProcureDesk invoice approval software has helped hundreds of companies to reduce the time spent on processing invoices, and we can help you too.

What Our Customers Are Saying

“The fact that we didn’t have to receive invoices from a bunch of different places was a great improvement over the current process.
It is a huge labor-saving since we don’t have to type in invoices in the QuickBooks system”

 

Kevin Slatnick – CFO Coast Flight

The Old Way

Honestly, is this the best way to manage your invoice workflow?

AP teams that use a manual invoice workflow software struggle with the following:

  1. The accounts payables (AP) department spends 50+ hours each month scanning paper invoices and organizing them in different folders. 
  2. The AP team cannot make payments on time because the stakeholder didn’t approve the invoice. Your manual process fails to scale with your business. 
  3. The Accounts Payable clerk doesn’t know what accounting to use and who ordered the product or service.
  4. The AP team works weekends to close the books on time because too many invoices need to be processed and approved.
  5. There are missing purchase orders. There is a complete lack of purchase orders in some cases, which extends the time it takes to process an invoice. 

 

The Solution

Accounts payable automation for faster invoice processing

ProcureDesk payable automation software enables your Accounts payable department to process the invoices faster without the need to process each invoice manually.

The AP team enjoys increased efficiency, which affords them more time to manage the cash flow. 

 

Companies leveraging an invoice workflow software enjoy the following benefits:

  • Eliminate paper invoices by up to 80% by using an electronic invoicing process to capture invoices. 
  • Reduce the time spent entering supplier invoices by 50% using electronic invoices.
  • Eliminate the need to manually key in the data using the OCR (Optical character recognition) process. The system automatically reads the invoices and pulls the relevant information for you. 
  • There is no need to match invoices with purchase orders and receipts. The invoice workflow software automatically takes care of that for you. 
  • No more email follows to reconcile the invoices. The invoice workflow engine automatically routes the invoices to employees for approval and sends reminders!
  • Eliminate redundant data entry into the accounting package. Once the invoice is approved, it automatically syncs with the accounting packages like QuickBooks Online, QuickBooks Desktop, Xero, Sage Intacct, and Netsuite. 
  • Pay suppliers faster and leverage early payment discounts to drive cost savings.

ProcureDesk offers a better way to manage your invoices Here is how it works.

Step 01

Set up integration with your accounting package

Connect with your accounting package and pull all the master data you need to create an invoice. That includes – Chart of accounts, suppliers, items, project codes. 

    • ProcureDesk integrates with QuickBooks Online, QuickBooks Desktop, Xero, Sage, Bil.com, and Netsuite.

Step 02

Set up AP Invoice approval workflow solution

Set up the invoice approval workflow software to route the invoices for approval and user review. With the electronic invoice approval process, you don’t have to chase employees for approvals. 

    • You can route the invoices to different stakeholders based on the approval limits, departments, cost centers, and much more. This enables online approval of invoices and avoids manual routing. 
    • We automatically match the invoice with the purchase order so that you don’t have to figure out the stakeholder.
    • The users can approve invoices from any device, including the mobile device. The system maintains a complete audit trail of approvals.

Step 03

Standardize your invoice capture process

Are your supplier invoices getting lost? 

    • The number one reason is that suppliers send the invoices directly to employees instead of sending them to accounts payable.
    • If they send invoices via paper, that is a bigger problem in the current remote work environment. 
    • Centralize the invoice capture process and process invoices faster. 
    • Pay invoices on time and avoid any late payment penalties.

Step 04

Enable Electronic invoices

Want to eliminate the need to key the invoice data into the payables system?

    • Then move to electronic invoices. With electronic invoices, suppliers electronically submit invoices to ProcureDesk without the need to email the invoice to you. This eliminates the need to enter the data manually and lowers data entry errors. 
    • The lower human error leads to lower invoice processing costs. Enjoy the benefits of paperless invoices.
    • With the supplier portal, you can control supplier access, including users that can submit electronic invoices.
    • The 3-way match process automatically matches the purchase order, receipt, and invoice.
    • If there is no purchase order, the invoice gets routed for approvals based on predefined business rules. 
    • The lower human error leads to lower invoice processing costs. Enjoy the benefits of paperless invoices.
      With the supplier portal, you can control supplier access, including users that can submit electronic invoices.
      The 3-way match process automatically matches the purchase order, receipt, and invoice.
      If there is no purchase order, the invoice gets routed for approvals based on predefined business rules.

Step 05

Setup the 3-way match process

One of the tedious AP tasks is to match invoices with purchase orders. That is why we have automated the 3-way match process. 

    • Once the invoice gets uploaded in the ProcureDesk invoice management software, it automatically matches the invoice quantity and price with the purchase order and receipt.
    • You can set up a review process so that ProcureDesk knows where to route the invoice with exceptions. 

Step 06

Enable the invoice review process

Even with automated match and electronic invoices, there are times when the invoice doesn’t match the purchase order and receipt. 

    • The supplier might ship more than what was on order, or the vendor shipped the wrong product. For example, you ordered a widget, and they sent you a pack of widgets.
      With ProcureDesk invoice processing software, you can set up an approval review process for invoices so that the system can identify and route such items for review.
    • You can also send the purchase order to your inventory management system. 
    • Alternatively, you can use the ProcureDesk Inventory module to track your stock levels.  

Step 07

Let the system manage your invoice approval workflow

Sit back and relax and let the system route your invoices through an automated invoice workflow process. 

    • With a single Dashboard, you have complete real-time updates and visibility into the invoice status and how many invoices need approvals. 

Step 08

Send Invoice to your Accounting system

Automated invoice sync with your accounting package.

    • Send the invoice to your accounting package for payment and updating your books. ProcureDesk integrates with QuickBooks Online, QuickBooks Enterprise, Sage Intacct, and Netsuite.
    • Use Bill.com for payments? We got you covered with our integration with Bill.com.

ROI guarantee

If you don’t see an immediate reduction in the time spent on processing purchase orders, then the first month is on us. 

You Deserve a Better Purchasing Process

pruchase-process

Control Cost and Increase Cashflow Visibility

Integrated purchasing and invoicing to help you drive a better, transparent purchasing process.

Request a Demo

Purchase to Pay Process Optimizer

Actionable strategies you can implement today to reduce the time
spent on processing purchase orders & Invoices.

Download

Common Questions

An invoice processing software automates the supplier invoice processing by helping Accounts payable automate the process of invoice matching, approval, and payment. Employees can create purchase requisitions that are then converted into purchase orders.

You can implement an AP automation tool like ProcureDesk to automate the invoice approval process. Alternatively, you can use email for invoice approval.

No, QuickBooks doesn't have an approval process of supplier invoices, a.ka. Bills.

When an invoice doesn't match the purchase order, or it is missing purchase orders, the AP team needs to route for approval. That process is called invoice approval workflow.

The three major steps in the purchase order process are as follows:
1. Create purchase requisition.
2. approve the purchase requisition
3. Generate and dispatch the purchase order to the supplier.

The best invoice approval software should be able to match the following criteria:

1. It helps automate the use case for invoice processing. 

2. It is easy to implement.

3. It is affordable. 

We recommend that you look at a couple of options and see what best fits your needs. It is easier for employees to create purchase order requests and easier for managers to approve purchase requests. By eliminating the manual steps, you cut the cycle time by 40-50%, reducing cost. It reduces the average cost of creating a purchase order by 50%.

Set up an email box only for invoices so that you can automate the invoice-creating process. You can also move to electronic invoices to automatically create the invoices in the invoicing system.

Once the invoice is submitted, you can use the approval workflow to route it for matching and approval.

Systems like ProcureDesk integrate with QuickBooks. Once the invoice is matched and approved, it gets created in QuickBooks without manual intervention. There is no need for redundant data entry.

ProcureDesk integrates with Xero and seamlessly creates a bill in Xero. The process is completely automated, and there is no need to sync the data manually.