Tag Archives: Process

Accounts Automation, Accounts Payable, Document Management, Managing Print Costs, Outsourcing

Invoice processing – from paper to e-invoicing solutions

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Document capture software

Document capture software can improve the speed of your invoice processing and e-invoices can also be incorporated into the flow.

Are you still printing and scanning PDF invoices from your suppliers?

As of January 1st 2013 the European Union issued new legislation that states companies can now store invoices in the format they are sent.

Having a document capture solution allows you to have invoices sent by email to a specific email address where data capture software will automatically retrieve the email and attachments, read the data and input it into the same flow as your paper invoices. Reducing the time taken, reducing costs and eliminating human error by automating the process.

By removing the need to print the invoice and then scan the document you are cutting down on paper usage.

Encouraging suppliers to send e-invoices by email ensures the process is faster and cheaper.

So how does the document capture solution work?

Data capture software automatically imports email attachments such as invoices, order forms and applications straight into the capture software where information is then extracted and managed.

The software automatically detects any attachment – PDF, XML, TIF, PNG and transfers it to the data capture software. Incoming mail attachments can be approved in a matter of seconds and as each email is processed it is removed from the mail server and archived, there is no limit on the number of invoices or forms entering the system as removing from the server will ensure there is no overload.

Forms processing and Automation Invoice Processing

‘Forms’ captures and processes all types of forms in any format. The software reads handwritten text, machine print, barcodes, check boxes, circles, tables and matrixes.

Automatic forms processing is much faster than the manual keying of information it reduces time and money and the information is accurate.

Automated Document Processing

‘Documents’ automates the processing of incoming email to cut operational costs typically by a third. Staff aren’t tied up in laborious tasks of sifting, sorting, identifying and classifying mail items this task is automatically managed by the process. Any incoming paper mail is added to the scanner without any separator sheets  and the software sorts and classifies the documents. Any electronic documents are easily incorporated into the flow.

E-invoicing solutions

E-invoicing solutions can detect any attachment PDF, TIF, XML, PNG and transfer it to the data capture software

Automated import of email attachments

‘Collector’ automatically imports email attachments such as invoices, order forms and applications straight into the capture software where the information is then extracted and interpreted.

Collector detects any attachment PDF, XML, TIF, PNG and transfers it to ReadSoft’s© data capture software.

Statistics on your invoice processing

The web based ‘reporter’ helps you keep track of documents and costs and provides accurate real time information.

Document capture software enables automation of invoices received via email and the benefits include:-

A reduction in handling costs as there is no need to manually check incoming email attachments. As long as they arrive in the correct inbox they are opened and imported automatically

  1. The speed of invoice processing is increased because incoming invoices are automatically entered on to the system
  2. Improved control as email is sorted automatically and all sender information is retained
  3. The software enables capturing of text files, PDF, XML, TIF, PNG from email attachments
  4. Importing of emailed invoices into the system is seamless
  5. Easy set up
  6. Completely transparent
  7. Seamless integration with the majority of financial systems

For more information on how to automate your invoice processing and to implement an e-invoicing solution please fill in the contact form and one of our expert advisors will be touch.

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Accounts Automation, Document Management, Outsourcing, Payroll Processing

How to automate your timesheet processing!

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Time sheet processing can be a time consuming and a very manual intensive task for large and small companies alike.

 

Maintaining accuracy and correct data entry are the cornerstone of any payroll system.

Time sheet automation resolves this problem.

If time sheets are not processed in time then quite simply employees don’t get paid. Late salary payments lead to discord and disgruntled employees irrespective of the cause of the problem.

We are creatures of habit and at the end of the month we expect our salary to arrive in our designated bank account!

Manually completed time sheets present the following issues:-

  • They are often illegible
  • Tea stained, ripped, folded and written on
  • My all time favourite from my recruiter days – crumpled like its ready for the bin.

Payroll staff feel under pressure at the best of times and they don’t want to let employees down. However, manual keying can result in errors, it’s human nature after all particularly when under pressure.

The payroll department are under pressure to get timesheet data into the payroll system. Automating the system speeds up the process.

How do you automate time sheet processing?

Automating the process makes time sheet processing simpler and faster changing the way time sheets are routed into the payroll department.

  • Timesheet automation is triggered by paper copies being converted into electronic scanned images
  • Data capture technology with a read success rate of 90% the data is extracted from the scanned images
  • Data capture helps a business automate the time consuming and error prone process of manually entering data
  • Incorporating a Fax solution also helps you manage the process of electronic fax time sheets
  • Document Management automates the record keeping by providing storage, retrieval, data protection and security
  • The paper flow is improved by removing the inefficiencies associated with time sheet processing being automatically checked and then pushed to payroll

No system is faultless and there can be a small number of exceptions where documents are illegible when this happens an exceptions queue is created and a person within the organisation will usually be responsible for ensuring these exceptions are managed.

Automating the time sheet process = accuracy = results

  • The payroll team can access the electronic time sheets, change and add information or send them back to the member of staff by email for re-presenting
  • A captured time sheet that is either incomplete or needs further approval can be emailed back to the sender, moved forward to another part of the organisation or sent to the client for clarification
  • Full reporting provides compliance and control
  • It eliminates the need for repetitive manual keying of time sheet information
  • Query handling time is reduced and exceptions are managed in real time as documents are digitally stored making it easier to find them
  • There is no need for physical document storage as time sheets are electronically stored in a digital repository
  • Time sheet automation has low ongoing costs and delivers a ROI in just a few months.

    No organisation is too large or too small to see a ROI in just a few months!

Mistakes are drastically reduced and payroll deadlines are met!

Next steps

If this sounds like you then contact us using the form below and one of our advisors will contact you for an informal chat.
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Timesheet ProcessFlows is modular and scalable. The software and technology work with your current business systems this is achieved by linking systems and processes using intelligent software making the integration easy and with the minimum amount of time needed to learn.
This maximises your investment, is simple to use and implement – rollout is phased and supported by our customer services team minimising your I.T. team’s involvement.
End user and administrative training is provided ahead of any system going live.

The good news is that no company is too small or too large to save money and benefit from this automation

 

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  2. What is Print Management?
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  4. Invoice processing – from paper to e-invoicing solutions
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