Quickly navigate Spend Management feature:

Create value from spend by processing invoices with robotic accounting and OCR-as-Service. Book invoices faster and accurately with automated matching. The team can focus on what matters: Increasing the ROI of Spend.

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Robotic Accounting with Invoice Processing

Minimize manual handling of invoice data with the robot. A smart algorithm that takes over time-intensive, repetitive tasks from team members. It automatically matches paper or electronic invoices with contracts, purchase orders and deliveries.

The robot needs data to work. It achieves the best results with e-invoices, as they are data already. Robotic Accounting also works with paper and pdf invoices. OCR-as-a-Service reads them for you.

Based on the available data, the invoice robot searches for a match of the invoice to a receipt, contract or purchase order. Or it will book the invoice based on a defined booking default for the supplier.

The robot then checks the invoice for discrepancies. In case of a mismatch, the robot puts the document in the worklist of the responsible person for review and correction. If it doesn’t find a mismatch, the robot processes the document automatically with no human interaction.

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Receive as many of your invoices as possible in electronic format

Invoice Processing assists the organization to receive as many invoices as possible in e-invoice format. We add you to our e-invoice hub and invite your suppliers to send you e-invoices.

The many variations of e-invoices present a challenge to organizations working with them. For XML alone more than 50 exist. The WorkFlowWise e-invoicing hub resolves the issue.

The e-invoice hub is a kind of social network for exchange of electronic invoices. Sender and receiver — your vendor and you — are both members of the network. The e-invoice hub converts all file formats your suppliers deliver into one common format that Invoice Processing understands.

By connecting as many of your suppliers to the e-invoice hub as possible you can process invoices efficiently. We connect new suppliers to the hub at no charge, and they incur no costs to send you their e-invoices.

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Recognize invoice data with OCR-as-a-Service

For those invoices still received in paper and pdf format we offer OCR-as-a-Service because we believe you should not have to spend time and energy setting up invoice-data recognition yourself.

Spend Management comes with integration to import pdf invoices received via email. The OCR-as-a-Service recognizes data on the header and line levels and uses this data to match the invoice or code it.

With OCR as-a-Service comes auto-update of your supplier master data. When the app finds new supplier data on an invoice, it will propose adding the new information to the supplier data. This saves your administrators time; they just need to check the proposed supplier data.

Spend Management also supports segregation of duties. A team member can either update supplier master data or approve changes made by colleagues. This prevents undesired (potentially fraudulent) changes to supplier master data.

04

Book and match invoices automatically with the invoice robot

The application can work intelligently with data from OCR-as-a-Service and from e-invoices. It matches an invoice with the associated purchase order, contract and receipt registration. Alternatively, it processes invoices based on predefined booking settings for the supplier.

During implementation, you list the booking defaults per supplier, including the possibility of distribution to multiple lines.

The robot books full matches, and small differences within the set margins, right into the ERP system.

The invoice robot follows its logic in this order:

  • Match the invoice to a registered delivery receipt.
  • Match the invoice to a contract.
  • Match the invoice to a purchase order.
  • Post the invoice on a booking proposal.
  • Return the invoice to the workflow for manual processing.
05

Route invoices automatically for approval

Spend Management sends invoices automatically to the appropriate team members for approval, based on the approval matrix configured during implementation.

The approval matrix lists all users, their approval limits and the entities — cost center, ledger account, supplier, or project — for which they can approve invoices. The approver’s worklist will show the invoice ready for approval and will also receive an email notification. The frequency of these email notifications can be adjusted. After final approval, the app posts the invoice to the financial system.

With the WorkFlowWise mobile app, you can approve invoices wherever you are. Convenient when on the go.

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Track invoices in the digital archive and extra security with the payment check

Spend Management completes a payment check at the end of the workflow. It verifies the payment advice list from the ERP system against the invoices in Spend Management. This automatic check verifies the bank account, the approvals, and the amount. It also looks for double payment, all to prevent any possible error.

  • Find invoices quickly and easily in the digital archive.
  • See who sent the invoice, who approved it and what its status is.
  • Invoices never get lost and you always have an overview.
  • Achieve extra security with the payment check

Highlighted invoice processing features

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OCR-as-a-Service

The app recognizes the details of the invoice. Coding and booking of invoices are simple and hands-free.

Automated booking proposal

The administrator just approves or corrects the proposal.

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Find invoices

You can easily look them up in the digital archive

Available information

The information readily available includes comments, audit trails, invoice images and attachments.

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Compare payment advice list

The app compares the proposed payment in the financial system (the payment advice) to the invoice information.

Checks executed

The app checks the amount, bank account, and approvals before final payment.

Over 200 organizations use WorkFlowWise Spend Management to automate their procure-to-pay process.

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Select features you're interested in

    Spend Management features

    Get full control of company expenses with the complete procure-to-pay application for finance and purchasing departments.

    Use all features or choose only the features you need.

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    WorkFlowWise Spend Management: Invoice Processing

    Invoice Processing

    Save time and increase accuracy with automation of tasks. Automatically match invoices with deliveries, purchase orders, and contracts.

    WorkFlowWise Spend Management - Contract Management

    Contract management

    Automate and control your business functions like contract registration, approval, renewal, and more. Gain a central overview of all your business commitments.

    Spend Management - Purchase Management

    Purchase management

    Get instant insight and tight control of the budget. Track available funds and make informed decisions on every order, contract and invoice reviewed for approval.

    WorkFlowWise Spend Management - Expense Management

    Expense Management

    Simplify claims approval and management. Approved expense claim reports are automatically exported to the financial system for reimbursement to the employee.

    WorkFlowWise Spend Management: Workflow Automation

    Workflow Automation

    Turn back office burdens into effective business processes with cloud-based workflow solution.

    Integrate with your systems

    See all integrations
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    Klaas Huijgen - Kennedy van der Laan
    "Transparency is another big advantage of WorkFlowWise Spend Management. You can immediately see where in the workflow an invoice is and who has it. Previously we had to make phone calls to get this information."
    Read the story Request a demo