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How do you integrate invoice management with other systems and platforms?

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Invoice management is a crucial part of the order to cash (O2C) process, as it ensures that you get paid for the goods or services you deliver to your customers. However, invoice management can also be a complex and time-consuming task, especially if you have to deal with multiple systems and platforms that store and process your invoicing data. How do you integrate invoice management with other systems and platforms to streamline your O2C cycle, improve your cash flow, and reduce errors and disputes? Here are some tips and best practices to help you.

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Amit Sangle

Building Quality & Robust Robotics Automation Solutions|3 x UiPath MVP |RPA | Digital Transformation

1 Choose the right tools

The first step to integrate invoice management with other systems and platforms is to choose the right tools that suit your business needs and goals. You may want to use a cloud-based invoice management software that can automate and simplify your invoicing process, such as generating, sending, tracking, and reconciling invoices. Alternatively, you may want to use an enterprise resource planning (ERP) system that can integrate your invoicing with your accounting, inventory, sales, and other business functions. Whatever tools you choose, make sure they are compatible and scalable, and that they offer features such as data security, compliance, reporting, and analytics.

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Rogerio Melo,MSc,ITIL?

Especialista em Vendas Consultivas B2B de Tecnologia | Ajudo empresas a otimizar processos | Especialista em solu??es para as áreas de contas a pagar, fiscal, csc e cadastro
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No Brasil existe uma complexidade adicional, porque as notas de servi?os s?o de emiss?o municipal e cada município define o padr?o e a maioria das solu??es n?o se dispuseram a decifrar cenário t?o variado, ou seja, oferecem solu??es que ajudam um percentual importante, mas n?o zeram o problema, ou seja, para empresas com grandes volumes, pode deixar um operacional importante ainda. No meu dia a dia ajudo empresas de diversos segmentos e portes nesta discuss?o e n?o raro, vejo empresas escolherem a ferramenta sem olhar todos os aspectos e se decepcionarem por terem ganho operacional inexistente ou muito abaixo do esperado.

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2 Establish data standards

The next step to integrate invoice management with other systems and platforms is to establish data standards that ensure consistency and accuracy across your invoicing data. Data standards are rules and guidelines that define how data should be formatted, structured, validated, and exchanged among different systems and platforms. For example, you may want to use a common data format such as XML or JSON for your invoices, or follow a standard invoicing protocol such as EDI or UBL. Data standards can help you avoid data duplication, mismatch, and corruption, and facilitate data integration and interoperability.

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3 Implement data integration

The third step to integrate invoice management with other systems and platforms is to implement data integration that enables data flow and communication among your invoicing systems and platforms. Data integration is the process of combining data from different sources and making them available and accessible for your invoicing purposes. For example, you may want to integrate your invoicing data with your customer relationship management (CRM) system to access customer information, preferences, and history, or with your payment gateway to enable online payment options. Data integration can help you improve your customer service, reduce manual data entry, and increase efficiency and productivity.

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Rogerio Melo,MSc,ITIL?

Especialista em Vendas Consultivas B2B de Tecnologia | Ajudo empresas a otimizar processos | Especialista em solu??es para as áreas de contas a pagar, fiscal, csc e cadastro
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A integra??o dos dados é uma das pontas desta problemática de automatizar a entrada das faturas. Resolvida a quest?o da organiza??o da recep??o e decodifica??o dos documentos, para ambientes empresariais mais complexos, n?o é raro que o destino sejam diversos sistemas, que inclui o ERP principal, mas também sistemas especialistas. Neste caso, uma dificuldade inicial é, a partir do documento decodificado, identificar da forma mais automática possível, quais os destinos de integra??o e efetivar a entrega dos dados.

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4 Monitor data quality

The fourth step to integrate invoice management with other systems and platforms is to monitor data quality that ensures reliability and usability of your invoicing data. Data quality is the measure of how well your data meets your business requirements and expectations. For example, you may want to check your data for completeness, accuracy, timeliness, relevance, and consistency. Data quality can help you prevent errors, disputes, and delays in your invoicing process, and enhance your decision making and performance.

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Rogerio Melo,MSc,ITIL?

Especialista em Vendas Consultivas B2B de Tecnologia | Ajudo empresas a otimizar processos | Especialista em solu??es para as áreas de contas a pagar, fiscal, csc e cadastro
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Para o monitoramento da qualidade dos dados no caso das notas fiscais, aponto um aspecto bem importante. Refere-se à valida??o dos dados contra o org?o emissor dos documentos. Aqui no Brasil, notas de mercadoria e frete s?o emiss?es estaduais e as de servi?os s?o municipais. Sem essa valida??o, a empresa corre o risco de estar lidando com documentos cancelados ou adulterados, trazendo o risco de corresponsabilidade fiscal.

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5 Optimize data governance

The fifth step to integrate invoice management with other systems and platforms is to optimize data governance that manages and controls your invoicing data. Data governance is the set of policies, procedures, roles, and responsibilities that define how data is created, collected, stored, used, and shared among your invoicing systems and platforms. For example, you may want to assign data owners, stewards, and users who have different levels of access and authority over your data, or implement data security, privacy, and compliance measures that protect your data from unauthorized or improper use. Data governance can help you ensure data quality, integrity, and accountability, and align your data with your business objectives and strategies.

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6 Review and improve

The sixth and final step to integrate invoice management with other systems and platforms is to review and improve your integration process and outcomes. Reviewing and improving is the process of evaluating and measuring the effectiveness and efficiency of your integration efforts, and identifying and implementing areas of improvement. For example, you may want to use feedback, surveys, audits, or metrics to assess how well your integration meets your customer needs, expectations, and satisfaction, or how it impacts your cash flow, profitability, and growth. Reviewing and improving can help you optimize your integration performance, quality, and value, and adapt to changing business conditions and demands.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Amit Sangle

Building Quality & Robust Robotics Automation Solutions|3 x UiPath MVP |RPA | Digital Transformation
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Utilize RPA bots to bridge the gap between invoice management and other systems/platforms: Data Extraction: RPA extracts invoice data, seamlessly integrating it across systems. System Communication: Bots communicate real-time updates between platforms and ERP systems. Approval Workflow Automation: RPA automates approval workflows, ensuring consistency. Data Validation: Cross-verify invoice data, enhancing accuracy across diverse systems. Custom Notifications: RPA generates automated alerts, keeping stakeholders informed. Result: A cohesive, efficient Order-to-Cash process.

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How do you integrate invoice management with other systems and platforms?

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3

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1 Choose the right tools

2 Establish data standards

3 Implement data integration

4 Monitor data quality

5 Optimize data governance

6 Review and improve

7 Here’s what else to consider

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