Automated invoice processing with Claever ERP

Invoices arriving by mail are scanned, invoices arriving by email or e-invoicing are read and processed in ImageCapture. At this stage, you can assign free fields such as administration and booking date. Master data from Claever is read directly for this purpose, without the need for file-based data exchange.

Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor in Claever, after which invoice data is read based on free form recognition. One of the advantages of automated invoice processing with ImageCapture for Invoices is that there is no need to create templates in advance before they can be recognized.

If, when checking invoices, it becomes apparent that certain invoice data are not being read sufficiently, a one-time operation is sufficient to further optimize recognition.

For invoices related to services, ImageCapture provides an automatic booking proposal for verification and further coding of the invoice. This proposal is based on available master data and booking logic from Claever. Here, the invoice can be booked on “service items” from Claever in combination with other booking information.

For invoices that are regularly broken down to multiple posting lines, automated invoice processing with ImageCapture for Invoices offers the advantage of line recognition. This allows a read invoice to be presented directly as a booking proposal with multiple lines.

REPETITIVE BOOKINGS

For repetitive invoices coming from certain suppliers that you know in advance need to be itemized in a certain way, ImageCapture is able to remember these mutations. This eliminates the need for you to perform these operations manually the next time an identical invoice arrives from that supplier. The more often you use this functionality, the smarter you make the software. 

In addition to processing invoices without a prior order, purchase invoices for products such as fish, third-party work and transportation can be matched directly to open orders and goods receipts in Claever. Discrepancies on price differences and subsequent costs are thereby signaled immediately. In this case, the invoices can be included in ImageCapture’s approval workflow.

Robotic accounting

It is possible to have invoices fully automated in ImageCapture, without human interaction. This can be done using robotic accounting functionality. This functionality can be set up per creditor or administration and used, for example, for purchase order invoices. When these match 100% with the previously placed order in Claever, the invoice can be booked automatically.

UBL invoices can also be processed fully automatically in this way, as can the invoices of creditors you select. For example, when invoices contain monthly recurring charges, or when recognition of these invoices is always 100%.

After the invoices are checked and completed, the bookings are created in Claever ERP. The invoices can be accessed directly from the booking in Claever. When using workflow in ImageCapture, the entries are blocked for payment.

When the invoices are digitally approved for payment, the entries can be released in Claever for transfer to your financial application.

During creditor recognition, based on the authorization scheme in ImageCapture, the appropriate authorization list is also immediately selected, taking into account preset threshold amounts. For example, based on these threshold amounts, invoices above a certain amount are only presented to management for approval.

The procuration schedule can be optionally configured based on creditor, administration, invoice type or other accounting dependencies. Billers automatically receive a notification that invoices are ready for review in ImageCapture with a link to the ImageCapture Web client. The entry is then already entered in Claever with the status “blocked for payment”. The digital document is also already retrievable from the booking in Claever at that time.

When the approver logs into ImageCapture, a complete overview of invoices to be approved and invoices pending is displayed. The extensive workflow functionality allows the approver to not only approve or disapprove but it is also possible to ask a question to a colleague, delegate the invoice to a colleague or skip it, for example pending a response from the supplier. When reviewing the invoice, all current booking information from Claever is visible, including at the logistics level, such as order number, prices and quantities. Also shown are the approvers still to follow in the review process and all audit trail information from the previous process steps.

From the moment invoices are imported into ImageCapture, they become part of the digital archive, including all booking approval and process information. The digital archive in ImageCapture is searchable with text labels. Access to the documents in the digital archive can be arranged very dynamically, for example, based on booking fields such as administration, general ledger account or amount.

The archive functionality can be extended with a management reporting tool. This gives you full insight into the status of your invoices at all times and keeps you in control of costs, lead times and supplier payment terms. In addition to the digital archiving of your invoices in the ImageCapture archive, the digital document complete with audit trail is also directly retrievable from the booking and various other angles in Claever.