Touchless invoice processing tailored to your process

Automatically receive, recognize, verify, and process invoices. For many finance departments, that’s the ideal process. Fewer manual tasks mean fewer errors and more time for work that truly requires attention.

Still, touchless invoice processing doesn’t look the same for every organization. Some organizations want to handle processing and posting primarily within their ERP system, while others want to add more intelligence before the data enters the ERP. Both approaches share the same goal: to process invoices faster and more reliably, with as little manual work as possible.

Two approaches to touchless invoice processing

The extent to which you can automate your invoice processing depends on how your finance process is structured. Processes, systems, and responsibilities vary from organization to organization. As a result, there is no single, set path to touchless operations.

Some organizations already have their workflows, controls, and postings well-established in their ERP system. They are primarily looking for a solution that ensures clean and validated invoice data. Other organizations need a centralized environment for AP automation, where invoices are recognized, matched, and prepared before being sent to the ERP system.

Route 1: Validated invoice data to the ERP

For many organizations, the ERP system remains the central hub for financial processing. This is where, for example, journal entries are posted, approvals are granted, and further checks are performed. In such cases, automation begins with the quality of the data entering the ERP system.

An invoice is automatically received, recognized, and verified. Key details such as the supplier, invoice date, amounts, VAT information, and references are extracted and validated. If the information is correct, the invoice can be automatically processed. If something is missing or a detail is incorrect, this will be flagged before the information is entered into the accounting system.

As a result, the finance team does not have to manually check every invoice or retype data. At the same time, the existing ERP configuration remains the guiding framework.

Route 2: Prepare and Post Invoices Before Entering Them into the ERP System

Other organizations want to automate more steps before the ERP system comes into play. This can be relevant when dealing with large numbers of invoices, multiple accounting systems, or a high number of exceptions. Additionally, the ERP system may not offer sufficient capabilities for comprehensive matching and automatic posting suggestions.

Within a centralized environment for AP automation, invoices are not only recognized and validated. The data is also linked to information from other systems, such as master data, purchase orders, contracts, cost centers, and previous entries.

Based on this information, the software can determine where an invoice belongs and how it should be posted. This automatically generates a posting proposal with the correct administrative details. Only discrepancies and exceptions are forwarded to an employee. This method is also known as “touchless posting.”

Reliable data as a foundation

Touchless invoice processing does not mean that human oversight disappears entirely. Employees no longer need to review every invoice in the same way. Routine invoices can be processed automatically, while the finance department focuses on exceptions and discrepancies.

However, this is contingent on the recognized invoice data being reliable. A high recognition rate is important, but not sufficient. The information must also be complete and accurate before it can proceed.

Smart IDP software combines recognition with a recognition guarantee. Invoice data is automatically extracted and, where necessary, subject to additional verification. This results in 100% clean and validated invoice data that can be reliably used in the subsequent process.

Moving toward an increasingly touchless work environment

Automating invoice processing doesn’t start with the question of which system is most important. It starts with the question of how to move invoices through your finance process reliably and with as little manual work as possible.

Do you primarily want to send clean and validated invoice data to your ERP system? In that case, the focus is on touchless processing. Do you also want to organize matching and posting suggestions before the data reaches the ERP system? If so, you can take it a step further with touchless posting.

Want to know more?

Wondering which path to touchless invoice processing is the best fit for your organization? We’d be happy to work with you to design your process, define the role of your ERP system, and explore the possibilities of guaranteed recognition. This will help you discover how to process invoices faster, more reliably, and with less manual work.

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The benefits

Less manual work
Reliable invoice data
Faster invoice processing

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