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How can you effectively handle automated invoice processing errors?

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Automated invoice processing is a great way to save time, money, and resources for your business. By using software tools and workflows, you can capture, validate, and approve invoices without manual intervention. However, automation is not foolproof, and sometimes errors may occur that need your attention. How can you effectively handle automated invoice processing errors and ensure your invoices are processed correctly and on time? Here are some tips to help you.

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Hariprasad Gajapathy

Executive Director @ PwC India | Driving Intelligent Automation transformation programs for GCCs, "Strategy to…

1 Identify the source of the error

The first step to handle automated invoice processing errors is to identify the source of the error. Is it a technical issue, such as a system failure, a network outage, or a software bug? Is it a human error, such as a wrong data entry, a missing document, or a miscommunication? Is it a compliance issue, such as a tax regulation, a contract term, or a legal requirement? By pinpointing the source of the error, you can determine the best course of action to fix it and prevent it from happening again.

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Hariprasad Gajapathy

Executive Director @ PwC India | Driving Intelligent Automation transformation programs for GCCs, "Strategy to Execution"
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It is important to identify the source to decipher the issue. Issues in invoice processing primarily occur due to changes in the input process, invoice templates, low quality of scanned invoices, inclusion of additional fields, amongst others. Ensure there are proper checks, notifications in place to zero down on the errors. Very rarely does it boil down to a people or tech issue.

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Sanjeev Tandon

Director|Modern digital Enterprise |Digital transformation| Advisory| Knowledge seeker| Enterprise Architecture
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A rules engine or having proper scripting using python libraries to help the post facto error resolution should be present.Mostly tallying invoice is mostly 3 way or a 2 way validation ..having them handle using automated tools helps overcome them and take it manual resolution

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2 Implement error handling workflows

The second step to handle automated invoice processing errors is to implement error handling workflows. These are predefined sequences of actions that are triggered when an error is detected or reported. For example, you can set up a workflow that sends an alert to the relevant person or team, assigns a priority level, logs the error details, and initiates a resolution process. Error handling workflows can help you streamline the error management process, reduce the response time, and improve the accountability and transparency of your invoice processing.

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3 Monitor and analyze error patterns

The third step to handle automated invoice processing errors is to monitor and analyze error patterns. By collecting and reviewing data on the frequency, type, and impact of errors, you can gain insights into the performance and quality of your invoice processing automation. You can use dashboards, reports, and analytics tools to visualize and measure the error trends and identify the root causes and the areas for improvement. Monitoring and analyzing error patterns can help you optimize your invoice processing automation, enhance your customer satisfaction, and increase your operational efficiency.

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4 Train and educate your staff

The fourth step to handle automated invoice processing errors is to train and educate your staff. Even though automation reduces the need for human intervention, you still need to ensure that your staff are aware of the invoice processing automation system, its benefits, and its limitations. You also need to provide them with the necessary skills and knowledge to use the system effectively, troubleshoot errors, and escalate issues when needed. Training and educating your staff can help you increase their confidence and competence in handling automated invoice processing errors and foster a culture of continuous learning and improvement.

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Hariprasad Gajapathy

Executive Director @ PwC India | Driving Intelligent Automation transformation programs for GCCs, "Strategy to Execution"
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Staff involved in invoice processing automation, specifically the ones at the scanning station have to be adequately trained to ensure high scan quality. Validators at the validation station for exceptions that are identified should be aware of how they can tweak/retrain the ocr module/template to capture the same anamolies when they occur again

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5 Update and test your automation system

The fifth step to handle automated invoice processing errors is to update and test your automation system regularly. Technology evolves constantly, and so do your business needs and customer expectations. You need to keep your invoice processing automation system up to date with the latest features, security patches, and bug fixes. You also need to test your system periodically to ensure that it works as intended and meets your quality standards. Updating and testing your automation system can help you prevent potential errors, enhance your system performance, and maintain your competitive edge.

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6 Seek feedback and support

The sixth step to handle automated invoice processing errors is to seek feedback and support from your stakeholders. Your stakeholders include your customers, suppliers, partners, and employees who are involved in or affected by your invoice processing automation. You need to communicate with them regularly, solicit their feedback, and address their concerns. You also need to seek support from your automation vendor, consultant, or expert who can provide you with technical assistance, best practices, and recommendations. Seeking feedback and support can help you improve your customer service, build trust and loyalty, and leverage the expertise and experience of others.

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Hariprasad Gajapathy

Executive Director @ PwC India | Driving Intelligent Automation transformation programs for GCCs, "Strategy to Execution"
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Support from the vendor community sharing the invoices is of utmost importance. It's beneficial if you can educate them on what you are trying to achieve via automation. More importantly how automating invoice processing would only result in faster payments. Seek support on standardising formats and digitally onboard them. Have a solution/SharePoint/website that can act as a conduit to submit n track invoices data and status. Give them a real time view to boost their participation.

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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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How can you effectively handle automated invoice processing errors?

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1 Identify the source of the error

2 Implement error handling workflows

3 Monitor and analyze error patterns

4 Train and educate your staff

5 Update and test your automation system

6 Seek feedback and support

7 Here’s what else to consider

Process Automation

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How can you effectively handle automated invoice processing errors?

1

2

3

4

5

6

7

1 Identify the source of the error

2 Implement error handling workflows

3 Monitor and analyze error patterns

4 Train and educate your staff

5 Update and test your automation system

6 Seek feedback and support

7 Here’s what else to consider

Process Automation

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