It’s so simple – we just take your supplier’s invoice from the email sent and process the invoice directly into your accounts package. No need to sort through post, print invoices, forward them for approval or match them to the correct purchase orders.
Automated Accounts Payable System
Docutec's Accounts Payable System is a smart, cloud-based automated Accounts Payable solution that reduces the cost of processing invoices by up to 80%.
Invoice processing can be a completely touchless experience, supporting remote working with easier approval and full visibility. No more lost invoices, data-entry errors, accounts put on hold in error, lost VAT reclaims or unnecessary over-payments. Docutec’s Accounts Payable System provides a structured and intuitive process for handling incoming invoices and statements.
Automate your invoice process and reduce your handling costs by as much as 80%
In partnership with our sister company, SmartOffice, we can automate your accounts payable process by:
Channelling all invoices & statements into a designated email account.
Extract data 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 Goods Received Notices (GRNs) and automatically inform suppliers of any discrepancies.
Reconcile invoice amounts with Supplier Statements
Securely Store invoices and statements electronically for the required 7 years with a quick and easy retrieval facility
Savings
At Docutec, we know that every sized business can avail of huge savings in time, money and effort by simply eliminating the need to handle, process and reconcile supplier invoices.
Innovation
Our intuitive online tool handles, processes, stores and distributes all your supplier invoices automatically.
Automation
Automatically processing invoices into your accounts package, they will be stored as per the legal requirement for seven years.
Flexibility
Docutec AP can be used by a book-keeper looking after several small businesses and within a large company with many employees approving or reviewing different invoices.
Docutec’s Accounts Payable system is an intuitive, online solution that processes your supplier invoices, directly from email to accounts package.
Say goodbye to lost invoices, data-entry errors, 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 and statements.
Significant reduction in processing time and costs with increased accuracy.
Features
Price Check
Monitor invoices for price movements between invoices. Purchase Order Matching can link your PO system to Docutec AP to match the PO with its invoice. The invoice can then be automatically processed.
GRN Matching
Along with PO matching, Docutec AP can display and/or auto–process invoices that match with GRNs.
Statement Reconciliation
Reconcile your supplier statement and processed invoices with just one click. Copies of missing invoices will be immediately requested.
Delivery Confirmation
A delivery confirmation can be set up for any invoice. Shortages are automatically sent to your supplier for resolution.
User Friendly Dashboard
Our user friendly dashboard shows you at what stage your invoices are in the approval process.
Invoice Tracking
Invoices within Docutec AP that require approval are tracked. Instant clarity of whose approval is required and how long approval is outstanding.
Easier Approval
When manually approving an invoice, the user has access to all necessary 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: supplier name, line item, PO detail, branch or project coding.
Problem Solving
Docutec AP facilitates ongoing checks for a variety of possible issues, and retains the invoice for your review/editing as required.
Store, Search, Retrieve
Docutec AP stores all processed invoices for 7 years, and provides an extensive search facility for easy and quick retrieval.
How does Docutec's Accounts Payable system work?
Your suppliers email their invoices and statements to your designated Docutec Accounts Payable email account.
Docutec’s AP system simply extracts the data from invoices to code, process, distribute, approve and store it. Accounts are automatically updated and reconciled with the statement. Any missing invoices are automatically requested and all documents are securely stored.
Automated Invoice Approval Process
With Docutec Accounts Payable system, you have the ability to set how every invoice is approved before it is uploaded to your accounts package: Choose 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 Docutec email account.
Data is extracted, then coded, processed, distributed and stored.
Docutec 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 substantial savings of time and cost.
Docutec's Accounts Payable System
Docutec AP System is a smart, powerful cloud-based Accounts Payable solution that reduces the cost of processing invoices by up to 80%. Contact us to find out more.
