Invoice Processing Process Description

Automatically book invoices

Below is a method described as it could be after implementation of Xtendis for automatically registering incoming invoices in the financial application.

Overall, the post-implementation process of Xtendis consists of the steps described below:

Scanning invoices

The paper invoices are read in with a scanner or a MultiFunctional Copier. By using advanced recognition software (OCR), relevant data from the invoice can be automatically recognized. Digitally supplied invoices can of course be imported directly into Xtendis.

Automatically process invoices

In principle, entering the invoice data is then done in the same way as if an invoice were to be manually posted in the financial application. However, now Xtendis automatically delivers the billing data, making this process much faster. On the basis of recognized billing data, additional characteristics are retrieved from the financial application. If the data does not comply with the specified rules, the system will show this data to the user for supplementation and/or correction. In addition, Xtendis can also use data recorded in an application outside the financial application during this process. For example, you can think of the collection and matching of order data from a logistics application based on a recognized order number. If desired, fields can be filled by default at the most common value. This is possible, for example, with ledger accounts, cost centers and budget holder(s), if they are always the same with a specific creditor.

Archive invoices

After the data has been entered and (provisionally) posted in the financial application, the invoices are automatically archived in Xtendis. For archiving, data from the recognition process, such as the invoice number, the creditor and the date, can be used. Then each invoice can be found at the touch of a button. This also saves time both when archiving and searching invoices. Xtendis also offers opportunities to search and show the invoice directly from the financial application without the end user starting up Xtendis.

Distribution invoices

The next step in optimizing the processing process is achieved by automatically distributing the purchase invoices digitally to the budget holders, thereby reducing the lead time of the invoices. Budget holders can request, rate and approve or disapprove the invoice at the touch of a button. Physical transport of invoices is therefore no longer necessary. This significantly shortens the approval process, which may allow for more frequent ly increased payment discounts. If the distribution of invoice data is already supported by another digital system, it makes sense to link that system to Xtendis so that the digital invoice is also readily available here.

Keep invoices safe and uncittable

In a world where accountability is becoming increasingly important, Xtendis provides a perfect foundation for a digital archive with integrity. All documents are guaranteed to be stored safely and unsaltible and accessible only to authorized users.

In addition, the status of an invoice is easy to verify and it is always clear who is handling an invoice. This leads to a completely reliable invoice processing and a qualitative improvement of the administrative process. The reliability of this process is endorsed by the fact that the Tax Office has explicitly approved the digital processing of invoices. The application of Xtendis’ capabilities thus ensures more efficient invoice processing with a shorter lead time and a huge reduction in human effort.