Invoice workflow software is often used to help companies manage their accounts payable (AP) to ensure that their suppliers are paid on time. By using a vendor invoice management system, you may cut back on the costs and time associated with using a traditional, paper-based invoice processing method.
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Having everything in a central, digitized location can also reduce security risks, as there are fewer physical bills and invoices floating around that could fall into the wrong hands or get mixed up in the wrong system. Additionally, invoice approval can be sped up with a paperless invoice approval system. Without the need to shuffle paperwork between physical locations, businesses can benefit from quicker turnaround times and more efficient approval methods.
Overall, invoice workflow software or an accounts payable automation platform can help reduce the manual tasks and paperwork commonly required to process invoices and pay bills. These types of automation solutions typically use software that enables users to process invoices and pay them electronically online. AP invoice workflow software converts invoices into digital format, organizes invoices within the system as a whole, routes them for approval, and then issues authorized payments to the appropriate vendors.
Ideally, an invoice management system should provide a central repository for all your invoices and integrate seamlessly with your existing accounting system. Also, it should help facilitate bill payments to your suppliers and electronically track each payment processing stage. Automating invoice workflows and the AP process in general is crucial to the success of your business, as it helps limit data entry and paper invoices, driving consistency in payment processes and securely paying suppliers. Having a robust invoice workflow software in place can help reduce costs that you might have otherwise spent on mailing and other tasks related to managing paperwork. It can also help your business stay better organized and keep abreast of the latest advancements in billing technologies.
Supplier invoice approval software is useful for moving invoices through the pipeline at an effective pace. Traditionally, invoices needed to be manually approved. Depending on how many payments you were responsible for managing, this could amount to nothing more than a few minutes of your workday, or it could completely disrupt your workflow, drawing valuable time and attention away from processes that needed more urgent attention. With the introduction of invoice approval software, administrators could quickly sort and approve invoices from across their organization.
To find the best invoice approval software for your business, you should first determine the size and scale of your invoice processing needs. If you are managing a smaller accounts payable system, then you probably won’t need a complex system. If, on the other hand, you are managing multiple vendors and following an extensive accounts payable approval process, you will likely require a more elaborate invoice system in order to stay on top of your tasks.
The electronic approval of invoices can be handled in several different ways, depending on your needs and personal preferences. You may choose to utilize the services of an invoice approval app, which can help you tailor and customize your invoice approval process to fit the needs of your organization.
When searching for accounts payable approval workflow software, it’s important to prioritize and keep in mind the most important features for your business. The invoice approval process can be greatly simplified by going digital, but your company’s overall success with such a system is often dependent on whether or not you find a software that aligns with your current workflow and capabilities. A good invoice approval workflow software should complement and enhance your existing processes, not hinder them. Finding the right fit may require some trial and error, so you should pay close attention to what works and what doesn’t so that you can make the necessary adjustments going forward.
AvidXchange is a complete accounts payable software solution with tools that can help streamline and automate each step in the AP cycle, including purchasing orders, processing invoices, and paying bills. The AvidXchange platform allows users to fully digitize their invoice approval workflow, implement a solid invoice review-and-approval process, and create a more effective AP invoice approval workflow system overall. While getting started with accounts payable software can be confusing, especially for businesses that have no experience automating these kinds of processes, AvidXchange is available to help organizations of all sizes get going with AP workflow software and make the most out of their newly automated system.
Using accounts payable automation software can help you automate the entire accounts payable process, as well as transition to a paperless accounts payable process. The best accounts payable automation software should do a number of things. First, it should be organized in a way that makes it easy for you to quickly find and manage various bills from different vendors. Automated invoice processing software should also process payments quickly and accurately, routing them to the correct administrators for final approval and disbursement.
AvidXchange builds accounts payable software solutions and provides a dedicated service team to help automate your AP and payment processes. The platform does not replace your current accounting system, however; it integrates with it as complementary software, connecting directly with your accounting system so that you can automate the entire AP process without relinquishing control. In essence, AvidXchange works alongside your processes, but you are still able to maintain full ownership and control over your accounts payable system. If you intend to purchase invoice processing software, you should be aware up front whether or not your chosen software will replace the systems you already have up and running and decide if that is the best approach for your business to take. The best automated invoice processing software should give you options.
AvidXchange can be especially useful for QuickBooks users, as it allows them to streamline invoice automation and bill payments by integrating with the main AvidXchange platform. The invoice approval software QuickBooks system offers a user-friendly approach to automating and streamlining bill payments. Using a QuickBooks desktop invoice approval workflow, you can easily integrate with AvidXchange to simplify the process all around.
AvidXchange offers QuickBooks users a simple, streamlined, and more secure way to process invoices and make payments. They also provide multiple payment methods that help users earn more predictable e-payment incentives. For users of QuickBooks Desktop, the AvidXchange integration supports a touch process that delivers flexible approval workflows with better internal controls. You can eliminate paper by shifting to 100-percent electronic invoices and payments to save time and money with AvidXchange’s AP automation solutions. You will also get 24/7 remote access to your AP process, wherever you are in the world.
With the invoice approval workflow QuickBooks system, QuickBooks users can move invoices through the approval process more quickly and keep them organized in an ideal way for all parties involved.
Using accounts payable solutions, you can track invoices being processed digitally. Tracking the number of invoices being processed and who is responsible for the next steps for each invoice can limit the need for constant communication or chasing down approvers for certain invoices stuck in the process. Cloud-based accounts payable solutions can help ensure that you don’t lose any of your data. This provides a huge advantage over paper-based payments, as there is less need to worry about losing important documents. Similarly, sending out an invoice approval email can help ensure that the rest of your team has approval information for their records.
You might turn to one of the best accounts payable software systems for inspiration on how to incorporate invoice approval best practices into your business. While it can be difficult to implement an accounts payable solution if you’re used to a more traditional method, there are resources available to help you get started.
Having access to a good payment approval software can prove tremendously helpful in keeping track of what has been approved and what still needs to be looked over. AvidXchange offers AvidPay, an automated payment software that lets users make 100 percent of their bill payments electronically. Boasting high ratings from sites such as Capterra, TrustRadius, and GetApp, AvidPay is highly effective at helping businesses make flexible, managed bill payments backed by AvidXchange’s network of over 700,000 suppliers.
With Avid Pay, users can make fast and secure B2B bill payments to suppliers and create custom workflows with 24/7 visibility into payment status and approvals. It also helps reduce bill payment processing costs by eliminating check printing, envelopes, postage, and time spent following up on uncashed checks. Having a system like AvidPay that allows you to go paperless is not only good for your wallet, it is good for the environment, making AvidXchange’s platform ideal for climate-conscious companies.
While bill approval software can work wonders for your business, you might also find it helpful to have an outlined process in place before proceeding with automation setup. Constructing a payment approval process flowchart, for instance, can give you a better idea of the steps your invoices can and should go through for approval. Once you have detailed the steps in this process, you can more easily implement a payment approval software system.