We simply take your supplier’s invoice from the email they send to you and process the invoice directly into your accounts package. No more sorting through post, printing invoices, forwarding them for approval or matching them to the correct purchase orders.
SmartOffice Accounts Payable System
SmartOffice Accounts Payable system is a smart, powerful cloud-based Electronic Accounts Payable solution that reduces the cost of processing invoices by up to 75%.
Processing becomes a completely touchless experience, supporting remote working, approvals, and full visibility. No more lost invoices, accounting errors, accounts put on hold, lost VAT reclaims and unnecessary over-payments. SmartOffice Accounts Payable System provides you with a structured and streamlined process for handling all incoming invoices.
Using Automated tools to process your invoices can lower your costs by up to 75%
In partnership with SmartOffice Technology we can automate your accounts payable process by:
Channelling all invoices into a designated email account
Extract date from invoices such as amount, date, supplier name or code and forward them to the appropriate person for approval
Match invoice details with Purchase Orders (POs) or Good Received Notices (GRNs) – automatically inform suppliers of any discrepancies
Reconcile invoice amounts with Supplier Statements
Securely Store all invoices electronically for the required 7 years with a quick and easy retrieval facility
Savings
At SmartOffice, we believe that small and medium sized businesses can avail of huge savings in time, money and effort by simply eliminating the need to handle, process and reconcile suppliers invoices.
Innovation
Our innovative and intuitive online tool handles, processes, stores and distributes all your suppliers’ invoices automatically.
Automation
The system will automatically process the invoices into your accounts package and store the required documents for seven years.
Book-Keeping
It can be used by a book-keeper serving many companies, while also being used within a company with many employees approving or reviewing different invoices.
SmartOffice AP is an online system, that processes your supplier invoices, directly from their emails to your accounts package.
No more lost invoices, accounting errors, accounts put on hold, lost VAT reclaims and unnecessary over payments.
Easy control of issues with a system that watches for price increases.
Flexible, remote, anytime access to your supplier invoices.
Significant reduction in processing time and costs.
Features
Price Watch
Can be set to monitor invoices for price movements between invoices. Purchase Order Matching can link your PO system with SmartOffice to display the PO with its matching invoice. The invoice can then be automatically processed.
GRN Matching
Along with PO matching, SmartOffice AP can display and/or auto–process invoices that match with GRNs.
Statement Reconciliation
Reconciles your supplier against processed invoices with one click. A copy of any missing invoices will be immediately requested.
Delivery Confirmation
A delivery confirmation can be set on any invoice, with any shortages automatically sent to your supplier for resolution.
Dashboard Screen
Our user friendly dashboard shows you at what stage your invoices are in the approval process.
Document Tracking
Invoices within SmartOffice AP that require approval are tracked, illustrating whose approval is required and how long approval is outstanding.
Full Knowledge Approval
When manually approving an invoice, a user has access to vital information to make the correct decision on that invoice.
Nominal Ledger Coding
Automatic NL coding can be based on any or some of the following: suppliers, line items, PO detail, manual overriding, and branch or project coding.
Issue Checking
SmartOffice AP facilitates ongoing checks for many possible issues, and retains the invoice for your review/editing if required.
Search and Storage
SmartOffice AP stores all processed invoices for 7 years, and provides an extensive search facility for users.
How does SmartOffice Accounts Payable system work?
Your suppliers email their invoices to your SmartOffice AP email account.
SmartOffice AP takes over. The system simply extracts the invoices and then codes, processes, distributes and stores it. SmartOffice AP updates your accounts, reconciles them with your statements and automatically searches for any missing invoices, while never losing any of your documents.
Automated Invoice Processing
With SmartOffice AP, you have the ability to set how every invoice is approved before it is uploaded to your accounts package, from a simple approval to a complex multi-approval process.
Approval types
- Fully Manual Approval
- Manual Approval after Auto forwarding
- Multi Approval
- Auto Approval below an amount
- Manual Approval after PO match
- Auto Approval after PO match
- Auto Approval after GRN match
- Auto Approval after statement reconciliation
Frequently Asked Questions
We import and capture your existing suppliers invoices and upload to the system setting all required parameters.
It is a cloud based service and available on any browser.
Suppliers email their invoices to your SmartOffice email account.
Data is extracted, then coded, processed, distributed and stored.
SmartOffice AP then updates your accounts, reconciles them with your statements and automatically searches for any missing invoices, while never losing any of your documents
The elimination of manual repetitive tasks, reduction in human error and large time & cost savings.
SmartOffice Accounts Payable System
SmartOffice Accounts Payable System is a smart, powerful cloud-based Electronic Accounts Payable solution that reduces the cost of processing invoices by up to 75%. Contact us to find out more.
