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Resources   /   Glossary

Invoice Scanning And Approval Software

Invoice processing involves all the steps it takes to pay a vendor or utility company. From when the invoice arrives with a company until that invoice is paid to a vendor, the process is necessary for practically every company in existence.

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A company’s billing and invoicing process could be a tedious, time-consuming chore if it is performed manually regularly. That is because humans may make mistakes. One error can set back the entire process, resulting in lost time and money. The average account payable clerk could process one invoice in 12 minutes. Errors could add valuable minutes to that time.

Paperless accounting software that specializes in invoice scanning and approval may reduce the chances of more egregious errors while also potentially mitigating the effects of lost time. With such an automated system in place for the accounts payable team, the 12 minutes it takes someone to process an invoice by hand could turn into 2. A good accounts payable team could find a smoother workflow with invoice scanning and approval software, which could result in greater efficiency.

AvidXchange could be an all-in-one solution for invoice processing. AvidXchange’s automated AP technology can assist businesses in saving time and paper. That is because the software makes use of OCR (optical character recognition) software for invoice processing. It can then automatically code invoices and route them to the correct people for processing and approval.

This could allow accounts payable teams to receive, track, and approve invoices in a timely manner. It could also let companies manage their AP process anywhere with an internet connection. AvidXchange could be a valuable tool in automating invoice management for middle-market businesses. Boasting a range of well over 6,000 clients in North America, AvidXchange could streamline the entire invoicing workflow by helping accounts payable departments make better use of paperless accounts payable best practices.

Invoice Approval Workflow

One common problem that some accounts payable teams may encounter arises from dealing with excessive paperwork. They may find that paper-based processes potentially lead to lost invoices, lack of flexibility, and loss of control.

When accounts payable teams eliminate paper-based approval processes, they may encounter fewer chances for error. Automated invoice approval workflow could give accounts payable teams clear visibility into all invoices and their position in the approvals process.

The electronic approval of invoices may be necessary to keep up with the demands of modern business. More companies may be automating their accounts payable workflows because they want to see meaningful results and efficiency as well as maintain control over their invoices.

Moreover, the best invoice approval software may allow accounts payable teams to more readily automate the invoice approval process with accuracy in mind. They could scan invoices to start the automation process and then verify that the invoice information matches what is presented on the receipt or purchase order.

Bill approval software may also ensure that invoices make it through the approval process and end up where they must be in front of the proper parties to ensure approval. Invoicing workflow could also ensure that invoices make it smoothly through the process.

Automated Invoice Processing Software

Invoice processing software is simply a set of coded instructions for processing invoices. The software follows rules and conditions on how to proceed with invoice automation. Automated invoice processing software could enable a smoother invoice processing software by allowing invoice automation with machine learning. This could allow for paperless invoicing.

With AvidXchange, invoices are scanned into the invoice automation software. AvidXchange will then automatically code the invoices. Followed by this, AvidXchange could automatically assign invoices to the proper channels for proper workflow, routing the invoices electronically to the place they must arrive for approval.

The invoices will be delivered to the designated employee who will complete the next step of the approvals process. Prompt, accurate payment could be delivered to the appropriate vendor.

The software implements machine learning by using algorithms to analyze data. This data could be more refined with every scanned invoice by taking note of the data scanned. The approval workflow software could handle all of the more menial tasks, freeing up time and money that can be spent in other areas.

As a result, accounts payable departments could possibly focus on other matters when invoice approval workflow software is implemented. That is because AvidXchange could code each invoice and assign and electronically route them to the correct person for approval. From there, making payments is a fairly straightforward process.

It may be worth noting that it normally costs $22 to manually process an invoice. Account payable automation could cut that amount in half. Businesses have the potential to stay under budget with such a robust invoice payment processing system.

Invoice Scanning Software

Invoice scanning software could help accounts payable teams quickly and accurately move their invoices through the approval process for prompt and accurate payment. It could also reduce the amount of time and effort accounts payable staff have to spend processing invoices, which can be time-consuming if handled purely manually.

Such software uses OCR technology. OCR stands for optical character recognition. OCR software changes images of typed or handwritten text into machine-encoded text. AvidXchange scans invoices and automates entering the data onto its cloud-based platform. The digitized invoices can be electronically edited and efficiently stored. Finance departments can get rid of all the paperwork that can be misplaced or accidentally destroyed. They’ll no longer have to waste time tracking down a disputed invoice. They can use the platform to quickly search and find what they’re looking for to clear the issue.

The best invoice scanning software can save a company time by reducing the need for manual data entry that often results in costly errors. Invoice scanning software could also potentially be easy to understand and easy to implement with existing systems.

In sum, OCR invoice scanning could potentially streamline the invoice scanning and approval process. This could in turn save accounts payable teams time while also increasing the opportunity for swift, accurate, and secure payments.

Invoice Approval Software QuickBooks

When it comes to implementing invoice approval software with Quickbooks, companies could ideally not have to completely revamp their existing systems. For example, AvidXchange could be implemented with a company’s invoice approval workflow in Quickbooks for a potentially more user-friendly experience. QuickBooks has been an accounting software staple since 1983. Since then, many businesses have made use of the features offered by Quickbooks. QuickBooks enjoys a 4.5 out of 5 score from Capterra, the world’s leading software reviews platform.

With the AvidXchange integration with QuickBooks, the payment approval process could be safe and fast. Businesses could also reduce fraud risk with this effective solution that may reduce the need for excessive paperwork. Businesses could sustain their success by eliminating paper invoices while managing accounts payable and payment functions at any time, from any location.

The invoice approval workflow with QuickBooks could also be a straightforward process. Paperwork could be eliminated with electronic invoices and payments, which could potentially reduce the amount of time and money spent on the process. Accounts payable teams could also oversee a payment system where suppliers get paid promptly, thanks to a system that may be more secure and efficient.

AvidXchange’s invoice scanning software for QuickBooks may also be user-friendly and flexible depending on your account payable team’s needs. That is because AvidXchange could take into account suppliers’ specific payment desires and allow for them to be paid according to these desires, be that via MasterCard, AvidPay check, or AvidDirect.

Paperless Invoice Approval System

To put it simply, an effective paperless invoice approval system could promote a smooth invoicing process flow for the accounts payable team. Accounts payable departments may no longer need to physically track down the person who must approve an invoice or otherwise send it to them manually electronically. AvidXchange electronically sends that person the invoice, offering the opportunity to speed up the payment approval process for all people involved. When this happens, suppliers may be able to be paid more promptly than if they had to wait for an invoice to complete its longer journey of manually moving through processing and approval.

Moreover, with invoice approval software, approvals can be made from any device whenever is appropriate. All that is required is a device with an internet connection. Accounts payable staff can receive, track, and approve from one dashboard 24 hours a day, 7 days a week. They may also be able to avoid excessive paperwork, as the software offers a centralized dashboard where accounts payable team members can track all information involved during the invoice processing and approval process while also keeping track of the statuses of any invoices that are presently in progress throughout invoice processing and approval.

Invoice Management Software

When it comes to being part of an accounts payable team, ensuring that suppliers are paid on is often an inevitable component of that. Suppliers typically expect their payments to be prompt and accurate. AvidXchange is an invoice management system that can potentially eliminate the stress of dealing with an inefficient invoice management software.

Users can have complete control and visibility into transactions. They’ll see that automating their accounts payable process is a vast improvement over the old, wasteful methods of doing them by hand.

If there is any issue at any point during the invoice processing and approval stages, users can use the platform to easily access the associated receipt. They may not have to deal with scouring through countless papers to locate the information that they need. The automated system can allow them to manage and view invoices and invoice statuses as needed.

Finally, some of the best invoice management software practices involve making an accounts payable team’s job more intuitive and less dependent on paperwork. This typically includes paying suppliers on time and ensuring that they can be paid via a method that they prefer. AvidXchange aims to offer these capabilities to streamline the accounts payable process for many companies.

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