Portfolio: Invoice Matching Automation

Automation of AP Invoice Processing

 

Artistic image of digitalized paper documents

Context:

The aim of the project was to automate the 3-way matching of the invoices, based on the data exchanged with trading partners by EDI.

 

Challenges:

  • poor data quality requiring changes in several departments,
  • no direct control over suppliers’ systems, data and organisation,
  • old invoice-matching process heavily based on paper documents,
  • change in the nature of accountants work.

 

Effects:

  • over 80% of EDI invoices approved fully automatically (no-touch process),
  • elimination of paper documents from the entire process,
  • financial result improved by 0,5-3% of turnover thanks to elimination of processing delays and full usage of discounts for early payment.

 

Work done by our team:

  • data analysis and introduction of an indicator showing if an invoice has been processed automatically,
  • preparation of a tool supporting the work with disputed invoices,
  • change management: training and ongoing support for accountants,
  • initiation and coordination of sub-projects improving the quality of data and work organization within the company,
  • coordination of suppliers to improve quality of their documents (timeliness of shipment, elimination of errors and deficiencies).

 

Success stories: