SmartOffice Accounts Payable

Supplier Invoicing Process Automation

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Reduce the cost of processing invoices by up to 80% with SmartOffice Accounts Payable Solutions.


SmartOffice Accounts Payable is a smart, powerful cloud-based Electronic Accounts Payable Solution that reduces the cost of processing supplier invoices by up to 80%. Processing becomes a completely touchless experience, supporting remote working, approvals, and full visibility.

No more lost invoices, accounting errors, accounts put on hold, lost VAT reclaims and unnecessary over-payments. SmartOffice Accounts Payable Solutions provides you with a structured and streamlined process for handling all incoming invoices.  

We simply take your supplier’s invoice from the email they send to you and process the invoice directly into your accounts package. No more sorting through the post, printing invoices, forwarding them for approval or matching them to the correct purchase orders.

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Huge Savings


At SmartOffice, we believe that small and medium-sized businesses can avail of huge savings in time, money and effort by simply eliminating the need to manually, process and reconcile suppliers invoices.

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Auto Invoicing


Our innovative and intuitive online platform handles, processes, stores and distributes all your supplier invoices automatically; freeing skilled resource to focus on adding value to the business. 

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Secure Storage


For well regulated industries, SmartOffice AP will automatically process invoices into your accounts package and securely store the documents for up to seven years, helping you to meet compliance obligations.

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Flexible Solution


SmartOffice AP can be used by a single bookkeeper serving multiple companies, or by a company with many employees and a complex hierarchy for invoice review and approval processes.

Want to know how to reduce the cost of processing invoices?

Learn how SmartOffice AP can not only reduce the cost of processing invoices by up to 80% but also how it offers total visibility and enables full knowledge approval for every stage. No more lost invoices, data entry and account hold errors, lost VAT reclaims and unnecessary over-payments.

How does SmartOffice Accounts Payable Solutions work?

Step 1

Suppliers email their invoices to your SmartOffice email account.  

Step 2

Data is extracted from your suppliers email invoice, it is then coded, processed, distributed, approved and stored.

Step 3

SmartOffice Accounts Payable Solutions updates your accounts, reconciles them with your statements and automatically searches for any missing invoices, while never losing any of your documents. 

Accounts Payable Solutions Features


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Price Watch


SmartOffice can be set to monitor all invoices for fluctuations in unit or batch pricing, highlighting price rises for investigation. 

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Three-Way Matching 


Automatically cross-check purchase orders, invoices and goods receivable notices to accelerate invoice approvals and processing.

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Statement Reconciliation


Reconciles your supplier against processed invoices with one click. A copy of any missing invoices will be immediately requested. 

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Delivery Confirmation


Delivery confirmation can be set on any invoice, with any shortages on the document automatically sent to your supplier for resolution.

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Dashboard Screen


Our user-friendly dashboard shows you what stage in the approval process your invoices reside allowing you to have full visibility of the process.

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Document Tracking


Invoices within SmartOffice AP that require approval are tracked, illustrating whose approval is required and how long approval is outstanding. 

Full Knowledge Approval


When manually approving an invoice, a user has access to vital information to make the correct decision on that invoice. 

Nominal Ledger Coding


Automatic NL coding can be based on supplier, line item, PO detail, manual overriding, and branch or project coding. 

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Store and Search


SmartOffice AP stores all processed invoices for 7 years and provides an extensive search facility for users.

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SmartOffice AP is an online system, that processes your suppliers’ invoices, directly from their emails, on to your accounts package.

It can be used by a bookkeeper serving many companies, while also being used by a company with many employees approving or reviewing different invoices. 

No more lost invoices, accounting errors, accounts put on hold, lost VAT reclaims and unnecessary over payments.

Easy control of issues with a system that watches for price increases.

Flexible access to your suppliers’ invoices from anywhere.

Reduce processing costs significantly.

Your suppliers email their invoices to your SmartOffice AP email account.

SmartOffice AP takes over. The system simply extracts the invoices and then codes, processes, distributes and stores it. SmartOffice AP then updates your accounts, reconciles them with your statements and automatically searches for any missing invoices, while never losing any of your documents.

Automated invoice processing… but the control stays with you!

With SmartOffice Accounts Payable Solutions, you have the ability to set how every invoice is approved during processing before it is uploaded to your accounts package, from a simple approval to a complex multi approval process.

Approval Types


Fully Manual Approval  

Manual Approval after Auto forwarding

Multi Approval

Auto Approval below an amount

Manual Approval after PO match

Auto Approval after PO match

Auto Approval after GRN match

Auto Approval after statement reconciliation

FAQs 


We import and capture your existing supplier’s invoices and upload them to the system setting all required parameters.  

It is a cloud based service and available on any browser. 

Suppliers email their invoices to your SmartOffice email account. 

Data is extracted, then coded, processed, distributed and stored. 

SmartOffice AP then updates your accounts, reconciles them with your statements and automatically searches for any missing invoices, while never losing any of your documents 

The elimination of manual repetitive tasks, reduction in human error and large time & cost savings.  

Book Your SmartOffice AP Demo

Say goodbye to lost invoices and VAT reclaims, accounting errors, accounts put on hold and unnecessary over-payments. SmartOffice Accounts Payable provides a structured and streamlined process for handling all incoming invoices.