Improving processes in quiet times: mini-guide to optimize your administration
‘Improving processes’ is not usually at the top of your priority list. In financial administration, you are often too busy with other tasks to sit down and think about this. In quiet times, it is an excellent opportunity to focus on activities that you usually hardly get around to. After all, this is how you ensure that you are ready for the future. If you improve your administrative processes now, you will be optimally prepared when the quiet times are over.
Time to optimize your administrative processes!
If you want to optimize your administrative processes, you must first determine what the state of affairs is. How is digital invoice processing organized within your organization? Check below which situation applies to you (A or B) and take advantage of the 3 corresponding tips.
A. “We are not using a scanning solution yet.”
1. Working paperless: make the switch to digital
Improving processes starts with a move to paperless operations. If invoices only come in via digital means, you can process them much faster. In most systems, you only need to check a box to archive a digital invoice. So you work a lot more efficiently that way!
2. Reading digital purchase invoices: weigh the options
Ask your ERP vendor what your options are with regard to automatically reading purchase invoices. Perhaps you could improve your administrative processes by using a UBL connector for every incoming UBL invoice. That would be a big step forward in terms of process optimization.
3. Improve administrative processes: approve invoices more efficiently.
Perhaps you currently use your e-mail program to get approval on invoices. Not a bad method, but you can optimize your processes with other, more sophisticated solutions. For example, take a look at what online workflow software can do for your organization. A reliable tool can make the approval process faster, easier and more streamlined.
B. “We use a scanning solution”
1. Always an empty invoice mailbox: automate pre-sorting work
How nice would it be to always find a ‘clean’ invoice mailbox, without having to take any action yourself? The SMART Email Handler is a tool that takes care of the pre-sorting and processing of invoices received by email. The tool splits, combines and redacts. It then submits invoices to your OCR solution. This all happens automatically – 24 hours a day, 7 days a week.
2. One step further with process optimization: make the most of technologies
If you process incoming invoices digitally, you are already very efficient. But improving your administrative processes is something you do all the time. Take a close look at your current workflow to see where you can optimize it. Perhaps you can improve efficiency by having the invoice lines recognized automatically. Perhaps automatically matching purchase invoices with orders is (also) a good option for you.
3. Faster and more insightful process: embrace workflow
If you only use a scan and recognize solution, there is definitely room to optimize your administrative processes. With a good workflow system you can approve booked invoices anytime and anywhere. You have direct insight into the status of an invoice and you always know where it is. Moreover, the approval process runs much more smoothly. Because the tooling offers transparency and insight, you can also give customers and colleagues an increased sense of service!
Improving internal processes: practical advice for financial administration
Do you want to improve your internal processes? Then you need to create a solid foundation for that: an efficient, reliable administration. A comprehensive task. Not sure where to start? This practical advice will help you on your way!
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Choose a solid OCR solution
Manual work prevents processes from running optimally. That’s why it’s smart to invest in an OCR solution that you can implement easily and smoothly. With Whitevision Base, for example, you can get up and running in no time, so that you can enjoy all the benefits of automated invoice processing.
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Have invoice lines recognized automatically
Even when you use OCR software, you can still spend quite a bit of time breaking down invoices into individual lines. Improving your internal processes means automating these kinds of tasks. In this case, line recognition offers a solution. With it, you let the software do the break-down and itemization work, so you can focus on other, more challenging tasks.
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Save time by matching purchase orders quickly and simply
Does your organization work with purchase orders? If so, you probably spend a lot of time checking purchase invoices for orders and receipts. Fortunately, you can improve this process with the 3-way matching module. In fact, it takes most of the task away from you!
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Getting started with process improvement?
Do you want to improve your administrative processes so that you can work even more efficiently and smoothly after this quiet period? Feel free to contact us. We’d be happy to discuss how you can optimize your processes.
