Invoice Processing and E-Invoicing
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Invoice Processing and E-Invoicing

There’s a wide divergence in sophistication levels among different suppliers. Many smaller suppliers still rely on paper-based documentation, which can be an issue when a company wants to automate their invoice processing functions and receive all billing as e-invoices. AcceLIM offers the perfect solution with our ability to transform all documents and communication into electronic data - regardless of their original source.

  • With AcceLIM’s automated system, suppliers can choose whatever format works for them (paper, fax, XML, pdf, Excel, even image files), and AcceLIM seamlessly converts every invoice into electronic data that flows smoothly through your automated system.
  • Suppliers don’t need to sign up for this conversion process or do anything special. They never have to pay any fees even if they choose to stay with paper for their invoicing. There is no pressure placed on the supplier relationship.
  • Even so, by the second quarter after a customer comes on board with AcceLIM, more than 75% of their suppliers typically switch to electronic communication if they haven’t already - simply because we invite them to.
  • In 2010, AcceLIM customers saw their suppliers migrate over 80% of their invoices off paper and onto email, HTTPS, EDI, or FAX.
  • Suppliers who don’t feel ready to switch to electronic data can make the transition at their own pace - or not at all.
  • AcceLIM’s customers get all the benefits of an organized, digitized system without placing strain on supplier relationships or having to replace a supplier unnecessarily.
AcceLIM’s Automated Invoice Processing

In addition to universal e-invoicing, there are several other features of AcceLIM’s automated invoice processing that make AcceLIM the ideal choice for our customers.

Accelim’s Exception-Focused Approach Reduces A/P Workload

AcceLIM’s approach to invoice processing transforms our customers’ A/P staff from clerical workers to discrepancy experts. Invoices with perfectly matched documentation - about 85% of your transactions - fly through the system automatically. Only transactions with discrepancies get routed to the accounts payable employees. Their focus shifts from clerical work to discrepancy resolution, and we give them the tools to do that swiftly and smoothly. Processing time is vastly reduced, and our customers can enjoy rapid growth without adding to A/P headcount.

Powerful Technology Offers Increased Control

AcceLIM’s software capabilities go far beyond supporting the perfect three-way matched invoice (ordered-received-billed) typically associated with “straight-through” invoice processing. AcceLIM’s real power is in the way it effortlessly handles invoices that have discrepancies and the way it can scale to whatever level of detail is needed for each individual order, whether that involves lots or batches moving through a complicated supply chain or a simple project that will only have two invoices vouchered against it. AcceLIM can audit receiving transactions and match to quotes, order confirmations and virtually any other supply side order management transaction, allowing our customers to choose the level of control that’s essential to meet their goals. For companies seeking to maximize their efficiency in the most cutting-edge way, the potential we offer for data tracking and the level of control we offer is a key selling point.

Clear Lines Of Responsibility Improve Results And Collaboration

Once you’re on board with AcceLIM, your employees will know clearly which discrepancies they are responsible for resolving. When an invoice with an error comes through our cloud, it is automatically sent with an alert to the desktop of the exact employees who need to resolve the issue along with all related documentation. Your employees will no longer waste time looking for paperwork stuck on someone’s desk in another department, and only the individuals directly responsible for resolving an issue will spend their time on it. At the same time, everyone in A/P and the buying team receive reports showing who is responsible for specific discrepancies, and the visibility helps motivate each individual to do their best to clear up their discrepancies quickly and eliminate recurring problems. We’ve found this combined approach of individual responsibility and visible accountability to be very powerful. It reduces discrepancy rates, increases productivity, improves focus and results, and improves relationships between departments and across geographical boundaries within your company.

Our System’s Business Rules Are Based On Standardized Best Practices

Before we automate your processes, we help you decide on the parameterized business rules that will dictate how your AcceLIM automated system will function. We come to you with a workbook that helps you quickly and easily identify the business rules that already exist in your processes, but more importantly we also offer suggestions based on what we’ve seen other customers in your industry use to achieve the kind of metrics you’d like, and we tailor those best practices to work ideally for you.

The Ideal Blend Of People, Processes And Technology

AcceLIM has been a cloud since day one, and we know how to make the most of it. We provide just the right blend of automation and human oversight as well as the perfect balance between tasks that AcceLIM takes over and those you maintain control of. AcceLIM automates the clerical busywork and improves processes, communication and controls while freeing your staff to focus on their business-critical tasks: sourcing, managing supplier relations, resolving transactional discrepancies, managing cash flow, and overseeing audits and compliance.

The reason we’re able to do this all and do it well is that inside our cloud there’s much more than our powerful software. We also have highly skilled people whose work complements the software, filling the gaps where automation has its limits. And we have processes we’ve set up based on best practices in your industry. Ours is a highly effective blend of people, processes and technology that, together, make your system as efficient and accurate as possible.

How AcceLIM’s automated invoice processing system works:
  • Supplier documents such as price updates, order confirmations, shipping notices, bills of lading, packing lists, invoices, etc. enter the system directly as electronic data if the supplier has already converted to electronic communication.
  • If the supplier is still relying on paper or fax, the documents are collected by AcceLIM, digitized, identified, and stored online in AcceLIM’s web-based data repository for retrieval and continued work
  •  AcceL-I-Match technology processes the data on each document based on business rules set up when we personalized the customer’s system. AcceL-I-Match always makes sure the quantity, price and total amounts to be paid are verified as correct before the customer pays any invoice, but far more complex matching is often done based on a customer’s specific goals and needs.
  • Perfect transactions flow straight through to the customer’s payment registry. The customer has control over when to actually submit the transactions from the registry to their financial system for payment.
  • Transactions with discrepancies are automatically detected by AcceL-I-Match, confirmed by an AcceLIM employee, and routed in real time via alerts to the desktops of the exact employees responsible for resolving the issues.
  • Once any discrepancies are resolved and necessary approvals attained, the perfected transaction flows through to our customer’s payment registry. The customer controls when to submit transactions from the registry for payment.