The need
This company used to have to register hundreds of supplier invoices per day, reconcile them with internal orders, have them validated by the principals and then proceed with payment.
Needless to say, without an EDM tool and workflow adapted to process invoices, and given the large number of suppliers and principals spread over the company's various sites, the manual process was extremely time-consuming and required a lot of photocopying and internal reminders. In addition, there was no traceability and visibility on the process and the quality of the suppliers.
The solution
Thanks to Invoice Manager - Avanteam's supplier invoice dematerialization software, the process of entering, checking and paying invoices has been fully automated. The supplier invoices are now digitized and centralized in the Invoice Manager repository.
The concerned users are then solicited by the electronic messaging and can, witha simple click, consult the images and the data of the invoices from the Avanteam invoice EDM tool, to validate or refuse them.
A gateway with SAP also allows the reconciliation of invoices with orders as well as their accounting allocation. As soon as supplier invoices are approved, payment requests are also generated and sent automatically to the accounting department to simplify and optimize supplier payments.
The return on investment
Today, each actor involved can know at any time where the invoice is, who has to validate it and when it has to be paid.
A complete history, included in the supplier invoice software - Invoice Manager, also allows you to have a total traceability on the invoices and payments processed, in progress or due and to know precisely the reason for a dispute.
Beyond the obvious gains in processing time, the company has greatly improved the traceability and compliance of its process and can better control its cash flow, its purchases and the quality of its suppliers thanks to the dashboards accessible in real time.
To go further
Given the enthusiasm of companies for dematerialization and process automation solutions and the strong growth of the market, more and more players and offers with different functionalities and approaches are appearing today.
It is therefore important when making your choice, to take into account the following criteria:
- Choose a rich, open solution that supports a wide variety of business processes and rules and can easily interface with your existing IT systems: ERP, CRM and DBMS.
- Choose software that is accessible to operational staff, allowing them to easily reconfigure their processes without going through heavy and expensive development.
- Do not forget the user interface and the ergonomics of the application. Your users should be able to use it after a one-hour training, or even a simple online training.
Our clients testify
With Avanteam we have reached 100% of our objectives: to improve the working conditions of our employees by eliminating paper and administrative tasks, to guarantee a legal security of our processes and to be a modern and socially responsible company.
Having a single, centralized EDM and BPM platform used by all employees enables the IT department to build and deploy business applications that perfectly meet users’ needs and thereby strengthen the corporate culture.
Process Studio is a modular, easy-to-use software solution that is perfectly tailored to our needs.
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