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Resources   /   Glossary

Invoicing and Payment Processing

Invoicing and payment processing are two important components of accounts payable. An invoice serves as a sort of receipt for goods or services purchased, outlining the amount due and how the buyer can pay for those items. Once you’ve received an invoice, you can pay through a payment processing system. Using an accounts payable checklist template is a great way to make a checklist for each of the tasks you’re responsible for with your AP process, including invoicing and payment. For example, an invoice audit checklist can be used for auditing invoices. Likewise, making an invoice verification checklist can help ensure that you’ve verified all required items related to your invoices.

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You might also consider using a vendor invoice processing checklist for quicker, more accurate processing to make sure that you’re checking off all important items. An accounts payable internal control checklist operates similarly. It can be used to make sure that all internal controls are working appropriately to support the overall process. Invoicing and payment processing checklists are often customizable, meaning that you can switch certain items around to fit your business operations. There are many ways that you can structure your checklists for easier management, and it can be extremely helpful to have something to keep you on track—especially if you’re prone to forgetfulness.

The bottom line is that there is a lot that goes into invoicing and payment processing, and accounts payable in general. AvidXchange is an AP automation platform that helps users automate the accounts payable process. With AvidXchange you can boost your team’s efficiency and save on processing costs. This cloud-based invoicing and payment automation suite allows users to track and manage their invoices and make seamless, secure payments backed by the platform’s supplier network of over 800,000 companies. In addition, AvidXchange has built integrations with over 200 widely used accounting platforms so that you don’t have to sacrifice your current system.

Online Invoice Payment Processing

Online invoice payment processing can be simplified with invoicing software. For example, invoice simple software is helpful for small businesses with limited AP needs. On the other hand, if you work with multiple vendors and manage many invoices at a time, then you may require a more advanced tool or platform. When managing invoices online, you have several options, including invoice apps. With an invoice app, you can manage your invoicing process remotely. Finding the best invoice app for your business is essential to getting the most out of your AP process and allowing for greater flexibility in terms of where and how you work.

AvidInvoice enables users to streamline their invoice approval workflows by going paperless and designing custom processes to suit their business needs. AvidInvoice allows for 24/7 visibility so that you can access your AP-related items from wherever you happen to be working. Although the platform automates invoicing, you remain in total control. You can monitor your workflow and access your invoice login as often as necessary to ensure accuracy all while reducing risk by leveraging different payment options.

Billing and Invoicing Process

There are many ways to manage the billing and invoicing process. Some companies prefer to stick to manual, old-fashioned methods, but more and more businesses are switching to automation technology. Invoice coding, especially, can be better managed through software like AvidInvoice. But what is coding in accounts payable and, more specifically, what is coding in invoice processing? In this context, coding refers to the process by which invoices are assigned abbreviations for automation. Essentially, it’s a way to organize invoices for easier processing, and this can be done more efficiently via specialized invoicing software.

Determining the invoice processing cycle that works best for your business is key to achieving a better AP workflow. It can also be helpful to consider how your new process might complement your existing accounting system. Whether you’re thinking about how to improve invoice processing steps in SAP or any other expense management system, it can be a good idea to consider whether or not your billing and invoicing processing software will be compatible with the systems you already have in place. AvidXchange’s integrations allow users to keep their current systems while streamlining existing processes.

Invoicing Policy and Procedures

Invoicing policy and procedures documentation can help keep you on track with your invoicing process. For instance, you might use an invoicing procedure template to outline some of the procedures you want to follow within your own business. Your invoice checklist format can be tailored to your unique policies and procedures, so it’s important to consider your entire AP process to determine what should and shouldn’t be included as standard procedure. Having a checklist for invoice processing can help ensure that you don’t overlook anything important. It can be a useful tool for staying organized.

Data analysis is another critical component of invoicing that should be included in your policies and procedures. There are several methods you can follow in terms of how to analyze invoice data. Many businesses turn to platforms like AvidInvoice to sort and organize their invoices, categorizing them according to specified data. You might, for example, look at vendor, item type, or purchase amount to identify the order of analyzing the invoice. If you ever need to conduct an audit, an accounts payable audit checklist can help you decide what needs to be examined. This can promote greater accuracy and efficiency.

Accounts Payable Invoice Processing Flowchart

You can use an accounts payable invoice processing flowchart to outline and define each step of your invoice process. The primary accounts payable process steps include the receipt of goods, invoice collection and approval, and the release of funds for payment. Your flowchart might also contain more detailed steps on the invoice processing procedure specifically, such as where and how to route invoices for approval. Either way, your accounts payable process flow chart should reflect your unique business processes. For additional help structuring your invoicing process, you might consider using an invoice process flow chart template to get started.

Studying an accounts payable procedures manual is another great way to learn more about the standard AP process. While there isn’t necessarily a one-size-fits-all approach to the accounts payable end-to end process, it can be helpful to follow some common methods, especially when you’re first getting started with managing AP. By staying organized with your process, you can boost your efficiency and get more done easily. For even better results, you might try automating part or all of your process with automation tools like those offered by AvidXchange. Automation can help you move through the process much more quickly.

Payment Procedure in a Company

Having a payment procedure in a company allows for seamless, on-time payments. Without a set payment policy and procedure, it can be easy to overlook unpaid invoices. To maintain good business relationships with your vendors, it’s important to make regular, on-time payments, and a payment process procedure can help ensure you take care of your AP items in a timely and efficient manner. Viewing a payment procedure example can give you a better idea of how to structure your process for maximum efficiency. Payment procedures for suppliers may differ slightly from payment procedures for suppliers and employees, so it’s important to talk with your vendors to better understand their requirements.

AP platforms like AvidXchange offer several different invoice payment options so that you can pay suppliers according to their unique preferences. You should also consider invoicing fees and how much it’s going to cost your business to process all of your invoices. With AvidXchange you can cut some of the manual costs associated with paper-based processing. This can not only help you save money in the long run, but reduce your carbon footprint and ensure smoother payment procedures.

Invoice Processing System

Having a good invoice processing system can improve your workflow. Rather than relying on disparate, manual procedures, you can bring all of your AP items together in a centralized location for easier access. Automated invoice processing can be especially helpful for getting through your workflow quickly and efficiently. By automating some of your time-consuming, manual tasks, you can get through your invoice processing cycle much more quickly. This doesn’t mean you have to drop your standard operating procedure for invoice processing, but it does mean you can complement your existing systems and procedures with automation tools. In this way, you get the best of both worlds—the ability to maintain the processes that are already working well for your business while enhancing those that need improvement.

If you’re new to the invoicing process, you might consider viewing a sample vendor invoice to learn more about invoices, what they contain, and how you might be able to process them with the tools you already have in place. If you find any gaps in your workflow, it can be a good idea to look into a system like AvidXchange, which automates the entire invoicing process and allows users to make quick, easy payments through AvidPay, the platform’s bill payment software. AvidXchange’s invoice processing system can help you process invoices more efficiently, regardless of the size of your workload.

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