Is your accounts payable (AP) team tired of dealing with an inefficient and costly manual invoicing process? Many times, physical invoices can be lost as they are carried from one office to the next, or even miscategorized when they are organized in difficult-to-use filing cabinets. On top of that, mail can be delayed for a variety of reasons, making it harder to complete transactions promptly. This doesn’t even mention the troubles that come when your middle-market business starts growing faster. More and more invoices overwhelm your AP team and can leave you scrambling to find the invoices that fell through the cracks before they are forgotten.
Unleash your team’s efficiency with AvidXchange’s suite of accounts payable solutions and say goodbye to filing cabinets and lost invoices. Accounts payable process automation with AvidXchange frees your team from the manual AP tasks that are slowing down your business, all while giving you greater control over your spend management with the click of a button.
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If any of this seems familiar, know there is a better way to manage your accounts payable processes, and that is through automation. Automation has many benefits, including improved visibility into invoices wherever they are in your approval process, greater efficiency, and reduced costs.
One of the core solutions within an automated accounts payable platform is the e invoice system. An e invoice system allows you to manage and view each invoice online. Because it is cloud-based, an e invoice system supports remote work capabilities and allows you to view invoices wherever you are, from any device. E-invoicing can take many forms, from a digital invoice template to an online invoice generator. However, using these tools only really assists you in converting paper invoices to digital ones. A truly comprehensive e invoice system automates all AP invoice processing activities using software to automatically code and categorize the invoice. After that, the invoice is assigned to the appropriate workflow and routed to the proper corporate leaders for approval. The idea is to use technology to streamline your entire invoice process so your AP team can focus on more strategic tasks that can grow your business.
One e-invoice solution that meets these requirements is AvidInvoice from AvidXchange. AvidInvoice includes many unique features, including OCR technology, that reduce manual data-entry errors and can save valuable time for your AP team.
There are many e-invoicing solutions that you could choose from that could help your AP team simplify its processes. Some companies even offer an electronic invoice app that allows you to create completely digital invoices from your mobile device. One way to move past the paper-based processes that could be holding your AP team back is to look at the invoice solution from AvidXchange. AvidInvoice could be ideal for your middle-market business. One of the great things about AvidInvoice is that the move to digital doesn’t have to mean a loss of control. More automation doesn’t imply less granularity. With AvidInvoice, you can design customized workflows and design custom invoice approval processes to meet your business’s specific needs.
The goal of electronic invoicing software is to enhance your accounts payable process and complement your existing accounting system. Accounts payable automation does not mean replacing your accounting system. This is why we’ve built more than 210 integrations between the AP automation solutions from AvidXchange and widely used accounting software systems for middle-market businesses. Are you using QuickBooks or Oracle NetSuite? We’ve got you covered. Are you using something else? Check out all of our integrations and see if it’s on the list. Another benefit of switching to electronic invoicing and payment is a reduction in fraud. Using electronic payments, you can enhance the security of your transactions, giving you peace of mind. Solutions like AvidXchange can help you unlock the full efficiency of your team as well as save money through our powerful, cloud-based invoice management and payment automation suite.
At this point, you may still be wondering, what is e-invoicing? E-invoicing is quite simply the process of taking invoice management processes out of the traditional, paper-based world and into the technology age. This is the main electronic invoice meaning: it’s invoicing, streamlined.
As society continues to pursue more advanced technological solutions for both personal and business situations, many organizations are finding themselves in need of new and innovative ways to run their business. It is not enough for businesses in many industries to simply get things done the way they have in the past; for a lot of businesses, the focus is shifting toward a focus on consumers or partners more than just themselves. In the commerce industry, this is being shown by the rise of consumer-centric advertising and marketing models.
However, consumers are not the only people businesses need to keep happy in order to compete in today’s incredibly tough market. Suppliers and partners are also essential to the success of your company, and maintaining a good rapport with them is incredibly important if you want to keep working with them. Because of this, many businesses are finding themselves needing to adopt new invoice processing systems to ensure they can keep up with and keep track of the incoming invoices from their suppliers. As technology advances, it tends to get more complex, and with all of these complexities comes the need for new software, such as e-invoice software, to keep up with ever-changing technology.
More than anything, many businesses are finding that adopting invoice management software such as AvidXchange can help them not only ensure they are following any and all e-invoicing regulations but also help them streamline and optimize their invoicing process. Using a software solution like AvidXchange can help your business transition into a 100 percent fully electronic invoicing system, which can help you reduce the unnecessary costs of paper checks, receipts, and invoices that would be needed for a traditional paper invoicing system.
An electronic system also offers 24/7 availability and visibility for your accounts payable team so they can better manage and track your incoming invoices. Another benefit of AvidXchange’s software is that it offers integrations with your current accounting system so that you do not have to learn a completely new invoicing system from scratch. So, for example, if you are using an e-invoicing SAP Concur system, rather than completely starting over with AvidXchange’s software, you can instead integrate the new software with your existing system and maintain the workflow that you already have.
Since technological advancements are becoming more popular and widespread throughout various industries, it is no surprise that many businesses—suppliers included—are preferring more digital invoice tracking and managing methods than traditional paper ones. While paper invoicing has been working for years, there is no doubt that it can be a lot slower and less efficient than digital invoicing. Because of this, many companies are opting for a more efficient and faster e-invoicing system over their previous traditional or hybrid system. Another benefit of a completely digital invoicing system is that it eliminates the need for stacks of paper, filing cabinets, and all of the costs associated with them.
With an electronic invoicing system such as AvidXchange, you can easily manage, review, code, and approve invoices, as well as payments, in just a few clicks. Digital invoicing also gives you a greater level of control and visibility within your invoice processing system because multiple people can view an invoice without needing to go searching through filing cabinets to find it. With an online invoice system, all you need to do to see your business’s incoming invoices is log in to your business’s invoice portal—after that, you’re set. From there, you can easily track and approve invoices, and you don’t even have to go into the office to do so. Another extremely important benefit of an e-invoicing system is that it helps you make sure you are always getting your suppliers paid on time and accurately. For these reasons and more, an electronic invoicing system can help you build and maintain better relationships with your suppliers and any partner companies you might have now or in the future.
When transitioning from a traditional paper invoicing system or a hybrid invoicing system to a fully electronic invoicing system, there are a few major changes that will happen. For one, in an e-invoice system, there is no need for hard-copy paper invoices or payment receipts. Because of this, when you have transitioned to an electronic invoice system, you can expect to dramatically reduce the costs of your overall invoice processing system. Additionally, the functionality of e-invoice systems is often far greater than that of a hybrid or traditional invoice system because electronic systems offer 24/7 remote access to your business’s invoice information. Essentially, electronic invoice systems give your AP team an increased level of visibility and control over your invoices without them needing to spend any more time on the process.
Increased control and visibility is only one of many benefits of e-invoicing systems. Another benefit is the increased financial security that comes with e-payment options that help reduce the risk of fraud. Another key advantage of e-invoicing systems is the ability to dramatically increase efficiency while reducing errors at the same time. With e-invoicing software such as AvidXchange, you can easily review and approve payments and invoices with just a few clicks, rather than spending valuable time manually entering data into your traditional or hybrid system.
As businesses find the need to adopt new and more advanced invoicing systems, new e-invoicing solutions continue to arise. This is because, since there is a growing market for helping businesses digitize and automate their invoicing processes, more and more e-invoicing companies are coming up. These companies all offer similar solutions, but they each have their own specific features as well. Because of this, an electronic invoice sample from one company might look completely different from another. So, with all of these e-invoicing solutions to pick from, how can you know what the right e-invoicing company is for your business’s invoicing processes?
Unfortunately, there is not really a way to claim that any one company’s e-invoicing software is the absolute best software. This is because all businesses are different, and what may work perfectly for one business could not work at all for another. So when you are deciding which electronic invoicing software will be best for your business, you should look at the features that the software offers. For example, AvidXchange’s invoicing software solution, AvidInvoice, offers automation to help you streamline your invoice processing and manage your invoices in a completely paper-free manner. Additionally, the software offers you the ability to customize your approval processes and workflows and keep an eye on the status of your invoices at any time, from any location, so long as you are connected to the internet.
With all of the various e-invoicing solutions available on the market, it can be difficult to determine which solution will work best for your business. When choosing an electronic invoice app or software solution for your business, you want to make sure that the e-invoice format is going to work well with the invoicing systems you already have in place. While this is not strictly necessary, since you could completely overhaul your invoice processing system with a completely new format, it can be incredibly beneficial in making the transition from one system to another less cumbersome and more seamless.
There are many different formats that an electronic invoice can follow, so it is important to note how you prefer this invoice to appear. For example, if you are currently using a simple invoice format but the e-invoicing software that you want to start using has a much more complex e-invoice template, you could run into complications later on with your AP team. They may not fully understand the new invoice format or simply find it difficult to use with the systems that you have in place. This is why opting for a software solution such as AvidXchange that offers integrations with other accounting systems, as well as customizable workflows and approval processes, can be a great choice whether you’re transitioning from a hybrid system, a traditional system, or even another electronic system.
E-invoicing systems can have many extremely useful benefits over more traditional or even hybrid systems. For one, as society continues to grow and advance in digital technology, the importance of e-invoicing continues to grow as well. However, just because there are advantages and benefits of e-invoicing software solutions does not mean that there aren’t disadvantages of billing software solutions as well.
Like anything else, electronic invoice benefits are also accompanied by disadvantages. One of the disadvantages of e-billing is that with an online billing system it can be hard for your AP team to access your invoicing data if they are not able to connect to the internet, whereas with a traditional billing system you would be able to find the paper copy of the invoice with or without internet access. However, while there are disadvantages, there are many extremely beneficial advantages of e-invoicing. For example, e-invoicing software solutions like AvidInvoice offers your AP team a greater level of control over your invoicing information, as well as increased remote visibility.
To know whether or not an e-invoicing software solution would be a good fit for your business, you need to know what e-invoicing is. Essentially, e-invoicing is just the same as a traditional invoicing system, but rather than using paper invoices, receipts, and checks, everything is digital. This process usually happens in an e-invoicing portal, and the process oftentimes must follow e-invoicing regulations to be successful.
Using an electronic invoicing system allows you to more easily process an incoming invoice, meaning that you can more efficiently and more quickly send payment out to the right supplier. This not only saves both you and the supplier time, but it also ensures that they are paid more promptly, and you can both be sure that the invoice and payment have been properly attended to.