Even the most organized of people will have trouble keeping everything in order over time as a business grows. It may seem smart to save money in the beginning and track everything related to bookkeeping in Microsoft Excel spreadsheets or a notebook, but as time goes on, the data piles up and isn’t being put to work for you. Not only this, but the bigger the information pile gets and the more manual the process is, the more error potential there is – and those errors can be quite costly.
Companies both large and small across the world continue to be bogged down with manual and complex processes for managing their supplier payments which increases average invoice processing cost. According to research by The Institute of Financial Operations, on average, half of invoices are still received on paper. 37% come by email as PDF files, and 5% are received by fax. Another report suggests that 58% of organizations in North America still do not use any kind of invoice workflow automation and that percentage is even lower outside of the United States and European Union.
That’s where using an invoice tracking system can come into play. Even using basic accounting software like Freshbooks can create issues with invoice processing at a large scale. Small businesses often rely on tools like this for time tracking and expense tracking for better project management, but as companies grow, it becomes more difficult to handle everything.
Let’s take a look at some of the benefits you’ll reap after implementing one in your company.
The Benefits of an Invoice Tracking System
Everything’s Organized in a Central Location
An invoice tracking system puts all of the invoices for your organization in a central location so you know exactly where to go to find a record of what it is you’re looking for. Because it’s all digital, there’s no need to store a paper copy in a filing cabinet somewhere. That reduces errors and the likelihood that invoices will go missing.
You can start with a basic invoice template that feeds into the invoice tracker to make it easier to manage everything, regardless of how many new invoices come in and how often. It’s even possible to set up automatic payment reminders to ensure the accounts payable team doesn’t overlook a fixed bill every month.
Faster Invoice Processing
For many accounts payable departments, long processing times is an issue. The longer it takes the AP department to process an invoice, the higher the cost per invoice becomes. You’ll pay additional fees once a sales invoice goes past due. If the issue isn’t resolved quickly, you’ll run into recurring vendor payment issues, which no doubt strains the supplier relationship.
With the appropriate invoice tracking system, the AP team can process things faster than they would without one. They have the freedom to work with whatever payment gateways vendors provide, whether they are making credit card payments through PayPal to freelancers, or paying a custom invoice. Accounts receivable can also set up various payment gateways to make it easier for your customers to make online payments to you.
“With faster invoice processing, you’ll achieve lower costs per invoice and decrease your error rate, which is crucial for small business owners working with tight budget constraints.”
Real-Time Visibility into Invoice Processing
Without an invoice tracking system, invoice reporting becomes complex, time-consuming, and has a great deal of error potential. One of the biggest advantages to an inventory management system is the fact that automated invoice management systems allow managers to quickly view analytics reports in real time for a look at invoice volume, status, in any process bottle next.
Many invoice management solutions come with a variety of built-in reports such as productivity report, overdue payables, audit reports, cash discount forecasts, and more.
Invoicing software makes it easy to create invoices, fully customizable based on your needs. Real-time visibility makes it easy to see which invoices have partial payments or late payments, and to check to see what’s upcoming based on due date.
Quicker Invoice Approval
An invoice tracking system that also includes invoice management features can dramatically increase approval time for both purchase order and non-purchase order invoices. Once invoices are digitized and the associated metadata is embedded within the workflow and there is a chart-of-authority for employee approval data to use with pre-defined business rules, the invoices can be routed to the appropriate employees or automatically approved depending on the rules and thresholds established.
For instance, if a non-PO vendor invoice for business travel comes into the invoice system, the automated workflow will determine whether the supervisor can approve the reimbursement amount. If the supervisor has the authority, it will route the work item to the that person for review and approval. If not, the workflow routes it to another senior professional with the right approval permissions.
Faster Reconciling of Purchase Orders
An automated invoice tracking system can relieve the hassle of reconciling supplier invoices with purchase orders, credit memos, and delivery receipts. OCR technology decreases the amount of time required to track down missing invoices, shipping orders, good receipts and so on. the system can send alerts to flag fraudulent invoices, incorrect pricing, and any other issues that require human intervention.
Invoice tracking is only one piece of the accounting puzzle. To maximize efficiency and profit potential, it’s even better to invest in a procure-to-pay solution. This way, everything you request from vendors is tracked from the initial purchase requisition all the way through invoice payment. With this approach, you never have to worry about paying invoices for goods you did not receive, or duplicating payments. It’s also possible to use automation throughout the process to speed things up all around.
Using a procure-to-pay system automates the majority of the unproductive and costly steps throughout invoice processing such as manual data entry, GL coding, approval rating, and matching. Implementing invoice Management in the cloud means that organizations can not only streamline their processes but improve cash flow, strengthen supplier relationships, increase employee productivity and efficiency, and lower their processing cost. The lower processing cost helps offset the subscription for the software-as-a-service which is a fixed and predictable operating expense.
Research by Ardent Partners shows that organizations can reduce their invoice processing costs by up to 70% using automation. An Aberdeen group report suggests that automation can reduce invoice processing days from 20.8 to 3.8 and can increase the number of invoices handled from 100 invoices per employee per day to 3,000.
While an invoice tracking system is a smart start, investing in a fully automated purchase-to-pay solution like PurchaseControl can provide even more benefits compared to a basic invoice tracking system alone. Best of all, you can take care of everything on the go. Because our platform works on the mobile web, there’s no need for a dedicated mobile app for Android or Mac devices. As long as you have an internet connection available, you can access it.
PurchaseControl makes AP Automation and tracking invoices easy.Find Out How