First, you have to remember to update the cost table manually. Maybe there鈥檚 a typo that goes unnoticed 鈥 it happens all the time with manual data transfer. Now the invoice is waiting for approval. But whose desk is it sitting on? Just as quickly, the discount period has passed and you鈥檙e paying full whack on your bill. That鈥檚 the typical invoice run as we know it. But it鈥檚 a process that often leads to missed deadlines and unnecessary costs.
Now there鈥檚 a better way! With SA国际传媒, you can set up a digital invoice approval flow that matches your existing processes. The result? You鈥檒l start releasing invoices three times faster . In this article, we explain how we deliver on this promise and what 11 features make invoicing easier and more efficient in SA国际传媒.
1. SA国际传媒 captures invoices in one click
Instead of manually uploading every invoice, you have two options:
- Bulk upload several invoices to SA国际传媒 in one go
- Automatically upload invoices to SA国际传媒 by forwarding them all to a project email address that鈥檚 linked to your account
Both methods save time and ensure that all invoices are recorded completely, accurately and easily on the system 鈥 ready for the next step in the digital approval process.
2. Text recognition pulls invoice details
No more chasing countless spreadsheets, full of manually-typed, error-prone billing information. Once an invoice is uploaded to SA国际传媒, the automatic text recognition reads the invoice details like the contractor and amount due, and adds this information to the right fields. A quick look at the data, the last entries 鈥 to add the processing period, for example 鈥 and your colleague can check the invoice.
3. Quick-add lets you add new contractors without leaving the invoice flow
鈥淭hese days I approve the final account within 15 minutes. Before SA国际传媒, I needed a full hour!鈥
Torsten Hecht, Project Manager, THOST
Got an invoice from a new contractor? In SA国际传媒, you don鈥檛 have to click away from your invoice verification run to add their information. Just hit + Add new in the Complete Invoice Details step to add their details without interrupting your workflow.
4. Comment on invoices with the PDF editor
Print it, correct it, scan it, send it on鈥 Save yourself the hassle and do it all digitally in SA国际传媒 instead. The markers, pens and stamps in our PDF editor make it easy to comment on invoices, whether you鈥檙e editing on the go from your phone or tablet, or from an office computer.
5. Integrated document management keeps everything together
Whether the main contract or change orders, now you can store all the documents relating to an order in SA国际传媒 鈥 ready to retrieve any time. This way, you have all the relevant paperwork stored digitally in one system. No need to manually search through analogue or digital files when you need to reconcile.
6. Automatic alerts prevent manual errors
Exceeded order volume or uploaded the same invoice twice? Alerts help you spot errors in the review process before they become a problem.
7. SA国际传媒 automatically applies contract terms to invoice run
The amount to be paid out doesn鈥檛 always match the total requested on the invoice. With SA国际传媒, you don鈥檛 need to manually match order conditions like insurance or withholdings with the invoice to get the actual amount to be paid out. It鈥檚 all done for you.
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Find out more about you can automate in SA国际传媒.
Here鈥檚 how it works: You add the information once per order, then SA国际传媒 accounts for it on each individual invoice verification and calculates the final total automatically. This eliminates human error in the process and ensures that the final total is transparent and traceable.
8. Tags make it easy to sort and filter invoices
Want to bring up all invoices related to #ancillarycosts, #acquisition or #discount? Tags are keywords that make it easy to label invoices, so you can bundle and sort them for individual orders or multiple projects. This way, you can filter, sort and regroup invoices and find them quickly.
9. Notifications so you never miss a task
What鈥檚 next on your to-do list? In SA国际传媒, you get a clear overview of your tasks in My tasks along with the urgency and invoice status for each one. Not using SA国际传媒 regularly? No problem. You鈥檒l get a reminder email with all your upcoming tasks every week, so you don鈥檛 have to worry about missing deadlines or forgetting something important.
10. SA国际传媒 forwards approved invoices automatically
Your invoice has been uploaded, checked, verified and released. Now what? In SA国际传媒, you can create one or more email addresses in the system under Master data that automatically forward the invoice cover sheet to the accounting department. By automating this process, no valuable hours are wasted and the accounting department knows how much to pay which contractor, and exactly how the final total is made up.
11. Workflow overview makes the invoicing process 100% transparent
Where is the invoice right now? Who鈥檚 responsible for the previous or next step in the workflow? How many steps are left before final payment? SA国际传媒鈥檚 transparent Workflow overview gives you a clear overview of the invoicing process, so you can see where an invoice has been, where it is now and how many steps have still to be completed. It鈥檚 easy to check if the right person has been assigned, how urgent your step might be and who can answer questions or speed up the process.
Start streamlining your invoice approval process today
Want to get rid of error-prone Excel spreadsheets and switch to a transparent, to speed up your invoicing process? Then SA国际传媒 is the perfect partner. Get in touch to book your demo today.
