Key Benefits of an Accounts Payable Automation Solution

No more paper trail

Eradicate the endless paper trail! Remove paper, reduce printing costs and save valuable office space

Eliminate duplicates

Automatically detect and reject duplicates and at the same time maximise supplier early payment discounts by paying on time

Faster processing

Touchless straight through processing for most invoices. Exceptions highlighted for rapid resolution by AP

Increased visibility

Gain the controls to quickly, easily and visibly ensure spend is allocated correctly and approved in accordance with business guidelines

Free your AP team

Improve processing times and free your AP team from data entry and time-consuming enquiries with supplier self-service capabilities

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Documation can provide a solution to almost any information management or document processing challenge. Contact us now to find out how we can help

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30 years of successful finance automation solutions

We have been developing our software for 30 years to streamline your systems and automate AP processes. This entails the finance department processing invoices for multiple finance systems across departments, continents, languages and currencies.

Increase Efficiencies

This means lower costs, faster payment cycles, reduced staff input, improved control and better supplier relationships. Purchase orders, invoice receipts and the whole accounts payable processes are a breeze. Paper invoices will become a thing of the past. We have solutions for cloud or on-premise, CAPEX or subscription-based.

Why Use Accounts Payable automation software?

Invoice automation software, with 100% intelligent data capture, can be provided as a total solution. It can also be used in component form to solve specific AP problems such as data capture or automated 3-way invoice matching. We integrate with all finance, ERP and business systems.

Reduce costs through intelligent processing

The benefits of an accounts payable automation solution are manifold. Reduction of expenses and removing manual input can seriously improve your business process. It will negate paper waste and help you to expand within your sector. Save time and money, whilst increasing accuracy

Automate invoice entry and eliminate duplicates

IMS captures paper, email PDF, EDI and e-invoices automatically. Data is captured directly from e-invoice and EDI. Email, PDF and scanned invoices are processed through intelligent capture. These dramatically reduce data entry costs, improving validation and eliminating duplicates

Automate invoice matching

Invoice matching taking too much AP time? IMS automates 3-way matching for most invoices, automatically distributes match queries and provides tools for simple query resolution anywhere in the business

Code and approve online

AP team can handle non-PO invoices easily with our rights-based coding and approval process that simplifies processing and ensures strict controls

Introduce supplier self-service

AP team spending too much time on supplier queries? The IMS supplier portal provides answers to supplier queries and supports the direct upload of invoices and invoice creation for small suppliers, with data validated and orders matched at source

Control, analyse and improve

AP dashboards and reporting tools along with Power BI give you visibility of the AP process, helping you plan resources and identify and remove bottlenecks

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Documation’s AP Automation Software

Save time and reduce errors when capturing invoice data with our solution. Integrating with all ERP/Finance Systems, Documation’s AP automation solution gives full visibility and control over all your invoice related data. Real time Power BI reporting, Mobile Apps and a full suite of finance processing automation solution products improve cash management and allow for better financial planning.

Give us a call to discuss your invoicing pain points.

Our Testimonials

“One of the real key things for us was Documation’s understanding of what our requirements were which made it really easy for us to get the solution that we wanted. They listened to our needs and offered advice and recommendations in line with our budget.”

Kerry Bailey, Strategic P2P Manager

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“Documation are customer focussed and approachable. They are well balanced between delivering a service, demonstrating their expertise whilst always listening”

Nancy Easey, Central Finance & Project Improvement Manager

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“A massive thank you for all Documation have done thus far with our project. I know we aren’t the easiest client but I am genuinely excited about the system and its implementation.”

-Ian Westlake, Head of Procurement
After coming highly recommended to us, Documation exceeded our expectations. They visited us and quickly came up with a plan and solution that matched our requirements and progressed efficiently, configuring the solution as our business needs changed.

-Eric Adatia, Finance Director at Planet Organic

How we work

“Listen, understand, respond. These three pillars underpin our belief that the best solutions come from getting to know you, your business and your pain points. Only then will we propose a solution that best fits your needs.” John Wallace

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Related Information

11 Ways To Improve Your Accounts Payable Process With AP Automation
16 January 2022 Read more
Purchase to Pay, One Process, One Solution
10 August 2020 Read more
6 Reasons Why You Should Be Investing In Robotic Process Automation
02 July 2019 Read more

The Platform

Documation solutions are based on our flexible, robust, fully scalable software platform ‘Enable’

Automation in accounts payable removes the time-consuming manual processes that are error prone and mundane giving the AP team more time for value added tasks.

What is Accounts Payable Automation?

The automation starts with data capture. Invoices arriving at the business in various formats are captured with intelligent capture and posted to the Documation AP Automation Solution. Full visibility of the invoice is available along with any supporting documents from this point. From here validation begins with any exceptions routed to a dashboard for review. Next is the matching, either to the order or GRN or both. The invoice is now coded, matched and authorised and posted to the finance system for payment. This is a 100% touchless process, which provides full visibility at every step. QA checks, tolerances and extra approvals can be set, and edited and managed by the AP team. All these processes are supported by machine learning and Ai for continuous improvement on each element of the automation.

Why Accounts Payable Automation?

Automating the AP process to be more efficient has a ripple effect throughout the business. Supplier relationships are improved due to shorter payment times, access to early payment discounts add to the savings too. Awareness of fraud, both internal and external is always on the radar for the finance team. Automation helps both detect and prevent fraud using segregation of duties based around multi level authorisation, duplicate detection, flagging of change of supplier details, or suspicious log on activity. Full audit trails show each time an invoice has been accessed throughout the process

How to Automate Accounts Payable

Full 2-way integration with all finance systems allows data to accessed from within the Documation solution or the finance system, showing full details of the invoice including line data along with invoice status and any associated documents, images or other files. The reporting function enables KPIs to be measured, bottle necks identified and continuous opportunities for improvement to be identified. Features such as MS Power BI reporting, mobile approver apps, ISO27001 certification and additional solutions such as Purchasing and Expenses Management showcase the AP team to the wider business as a centre of automation, and an advocate for digital transformation.

Implementing digital transformation within a finance department requires buy-in from many stakeholders, not just the AP Team. Establishing an ROI is often the first hurdle. The Documation Listening Team have over 70 years combined experience of implementing AP automation solutions and have worked across all industries, and with simple and complex company structures. They consult as part of the discovery process and ensure that the features, technology, security requirements, and ultimately cost savings all fit with the goals of customer.

AP Automation Solution