SmartOffice Accounts Payable Solution
Reduce the cost of processing invoices by up to 80% with Smart Office Accounts Payable Solution.
SmartOffice Accounts Payable Solution is a smart, powerful cloud-based Electronic Accounts Payable solution that reduces the cost of processing 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 solution 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 post, printing invoices, forwarding them for approval or matching them to the correct purchase orders. Our Accounts Payable Solution is part of our Integrated Office Technology offerings.
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 handle, process and reconcile suppliers invoices.
Our innovative and intuitive online tool handles, processes, stores and distributes all your suppliers’ invoices automatically. Freeing your time for business.
The system will automatically process the invoices into your accounts package while storing the documents for seven years. You can relax in the knowledge of full compliance.
It can be used by a bookkeeper serving many companies, while also being used by a company with many employees for approving or reviewing different invoices.
How does SmartOffice Accounts Payable Solution work?
Suppliers email their invoices to your SmartOffice email account.
Data is extracted from your suppliers email invoice, it is then coded, processed, distributed, approved and stored.
SmartOffice AP updates your accounts, reconciles them with your statements and automatically searches for any missing invoices, while never losing any of your documents.
Can be set to monitor invoices for price movements between invoices. Purchase Order Matching – Can link your PO system with SmartOffice to display the PO with its matching invoice. The invoice can then be automatically processed.
Just as with Purchase Order matching, SmartOffice AP can display and/or auto-process invoices that match with the Goods receivable notice.
Reconciles your supplier against processed invoices with one click. A copy of any missing invoices will be immediately requested.
A delivery confirmation can be set on any invoice, with any shortages on the document automatically sent to your supplier for resolution.
Our user friendly dashboard shows you what stage in the approval process your invoices reside allowing you to have full visibility of the process.
Invoices within SmartOffice AP that require approval are tracked, illustrating whose approval is required and how long approval is outstanding.
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 any or some of the following – suppliers, line items, PO detail, manual overriding, and branch or project coding.
SmartOffice AP facilitates ongoing checks for many possible issues, and retains the invoice for your review/editing if required.
Search and Storage
SmartOffice AP stores all processed invoices for 7 years, and provides an extensive search facility for users.
Automised invoice processing… but the control stays with you!
With SmartOffice AP, 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.
SmartOffice Technology caters for the growing requirements of document automation and workflow solutions within the modern office. Effective automation software has become critical to thriving in business.