By automating the booking, checking and approval of your purchase invoices, you save valuable time in administration. Another additional advantage is that your invoices are available digitally, for example, from the booking in the ERP. When you use ImageCapture Workflow, your purchase invoices are also stored digitally in the ImageCapture archive. In this article, you will discover the 5 benefits of this digital archive.
1. ALWAYS INSIGHT INTO THE STATUS OF INVOICES
The accounts payable department is often called when the supplier wants to know when payment can be expected. If purchase invoices are sent for approval manually rather than automatically, it is quite difficult for the employee to find out where they are in the approval process. Often a call round to various colleagues is then made to find out where the invoice is. Just last year we did research into the approval process, which showed that 47% of those surveyed still send invoices around manually and therefore do not use a workflow. This means that digitally received invoices are sometimes still printed out (!) and roam from one desk to another. Along the way, they get lost or often remain for a long time.
Invoices approved with ImageCapture are part of the digital archive as soon as they arrive. Here you can see exactly where the invoice is in the approval process. The employee in the accounts payable department can not only quickly give the supplier an answer, but also the employee who still has to approve the invoice can quickly be found!
2. ACCESSIBLE FROM ANY LOCATION
With the ImageCapture web client, employees can also access the digital archive from home. Not only useful because of the hybrid working method that is rapidly emerging, employees who do not have access to the ERP can also view their own invoices from anywhere at any time.
3. ARCHIVE ACCESS CONFIGURABLE
Access to the archive is configurable. As a result, employees cannot simply view all documents but only their own or the employees under their responsibility.
4. FAST FILTERING AND SEARCHING
The digital archive in ImageCapture has extensive search functionality. This allows you to quickly find purchase invoices by date, supplier or amount. Ideal for reference!
5. AUDIT TRAIL
Not only the purchase invoices are stored in the digital archive, but also attachments and information about the booking and approval process are archived here. The so-called audit trail is linked to the digital purchase invoice as an attachment so that all information is immediately available to you!