Skip to content

Checklist: Getting started successfully with automated invoice processing

Processing invoices often takes more time than you would like. Maybe you run into long payment deadlines, errors in the administration or simply a lack of overview. Automatic invoice processing is the way to make this process smarter, faster and error-free. But how do you go about it? With this checklist we will help you step by step on your way to a successful transition to automatic invoice processing.

1. Determine your goals and bottlenecks

Automating starts with knowing why you want it. Do you primarily want to save time? Make fewer mistakes? Speed up payment deadlines? Or do you need better insight into your processes? Write down what is most important to your organization. This will help you look for the right solution in a more focused way and prevent surprises afterwards.

Possible benefits of automation:

  • Time savings due to less manual work
  • Time savings due to less manual work
  • Better control and fewer corrections
  • Faster payments
  • Understanding expenses and budgets

2. Analyze your current billing process

Processing invoices is part of the broader purchase-to-pay process. It starts when an order is placed and ends when the invoice is paid. Where do you guys go wrong? Is it the data entry? The verification? Or does it get stuck in matching invoices to orders? By properly analyzing where the bottleneck is, you can specifically choose software that solves your specific problem.

3. Provide the right data

Automatic invoice processing only works well if you have the right data. Consider:

  • Order numbers
  • Cost centers
  • Supplier codes
  • Invoice lines

Are you working with extensive purchase orders or multiple invoice lines? Then check carefully whether your current systems can provide this data for smooth matching.

4. Choose reliable invoice recognition

Many companies still work (partly) with PDF invoices. If you want to process these automatically, it is important that your software can read these documents reliably.

Note here:

  • Are e-invoices (UBL/XML) supported?
  • Can the software properly recognize PDFs and scans without manual correction?
  • Is invoice recognition processed internally or outsourced to low-wage countries (with risk of delays and errors)?

Modern AI software today can process PDFs and e-invoices virtually error-free, without manual intervention.

5. Make suppliers easy

Automatic invoice processing only works if your suppliers cooperate. So make sure:

  • Clear instructions for submitting invoices
  • Support for transition to e-invoicing
  • Automatic reminders for missing or incorrect invoices

Don’t require your suppliers to do anything that requires them to incur costs without your support. The lower the threshold, the better the adoption.

6. Pay attention to the links to your systems

Invoices are often processed in conjunction with an ERP or accounting package. Make sure your new solution is easy to link via standard APIs or integrations. Also look at security: is data exchanged securely? Does the solution comply with the AVG?

7. Communicate internally and externally

New software means change. Inform your suppliers in time about new billing requirements. Above all, don’t forget your own team: show them how their work becomes easier and more enjoyable by reducing repetitive work and leaving more time for monitoring and analysis. Successful implementations depend on good communication.

Conclusion: Make the move to smart invoice processing

Switching to automatic invoice processing requires good preparation, but will pay off handsomely for your organization:

  • Less manual handling
  • Faster lead times
  • Better insight and control

Whitevision’s smart cloud solutions make this step easy and future-proof.

Always in control of your invoices

Choose automation

Discover the benefits

  • Fewer errors

  • Faster processing

  • Insight everywhere

Sfeerfoto Judith - Lars

Meer weten?

Wondering how automatic invoice processing saves your organization time and errors? Request a demo or contact one of our specialists. Working smarter starts here.

Contact us Or call directly to (+31) 076 - 560 78 20

Practical tips for a smooth quarterly closing

For many finance departments, the end of the quarter is a recurring peak period. Invoices must be processed, entries checked, VAT returns prepared, and reports drawn up. If processes are not optimally organized during the quarter, work piles up in the final weeks. However, closing the books at the end of the quarter doesn’t have to be a stressful sprint. With the right processes and smart support, you can spread the workload, reduce errors, and deliver reliable figures faster. In this blog, you can read how to make your quarterly closing more efficient and manageable.
Show more

Getting a grip on your purchasing process: how to make the transition to digital and efficient

A well-designed procurement process is more important than ever for many organizations. The amount of data is growing, supplier relationships are becoming more complex, and finance and procurement teams have less and less time for manual administrative tasks. At the same time, organizations want more control over costs, contracts, obligations, and risks. However, in practice, the procurement process is often fragmented. Information is scattered across mailboxes, PDFs, spreadsheets, or folders. Contracts disappear from view and invoices are still checked manually. This makes it difficult to work more efficiently and base decisions on reliable data. More and more organizations are therefore looking at how they can organize their procurement process more intelligently. In this blog, you can read how to do this digitally, which technological developments are changing the process, and how you can benefit from this.
Show more

AI in document processing: smart automation with IDP

Every day, organizations process large quantities of documents: invoices, order confirmations, contracts, and other administrative documents. Although these documents are increasingly being received digitally, they are often still processed manually. This takes time, increases the risk of errors, and makes processes less predictable. Intelligent Document Processing (IDP) helps to make document processing smarter and more efficient. Not by simply reading text, but by actually understanding documents. What exactly is IDP, what does it offer, and what do you need to take into account?
Show more

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.