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What are the best practices for improving invoice processing visibility?

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Invoice processing is a critical function for any business that deals with suppliers, vendors, or contractors. It involves receiving, verifying, approving, and paying invoices for goods or services. However, many businesses struggle with invoice processing visibility, which means having a clear and accurate view of the status, progress, and performance of their invoice processing activities. Poor invoice processing visibility can lead to errors, delays, disputes, cash flow problems, and compliance risks. In this article, we will discuss some of the best practices for improving invoice processing visibility and how they can benefit your business.

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Karim Farah

Accounts payable Team lead at CMA CGM
Michael Santos

Analista de Faturamento Pleno | Gest?o Financeira | Finan?as | Redu??o de Custos | Contabilidade | Controller | Nota…

1 Automate invoice capture and validation

One of the first steps to improve invoice processing visibility is to automate the capture and validation of invoices. This means using software tools or services that can scan, extract, and verify invoice data from different sources and formats, such as paper, email, PDF, or EDI. Automating invoice capture and validation can reduce manual work, errors, and exceptions, as well as provide a centralized and standardized way of storing and accessing invoice data. This can help you gain more visibility into the volume, quality, and accuracy of your invoices, as well as identify and resolve any issues or discrepancies.

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Karim Farah

Accounts payable Team lead at CMA CGM
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To enhance invoice processing visibility, consider implementing centralized invoice management systems, automated data extraction tools, and real-time tracking. Utilize key performance indicators (KPIs) to monitor processing times and error rates, fostering transparency and accountability in the workflow. Regularly audit and update your processes to ensure efficiency and adaptability to changing requirements. Additionally, leverage cloud-based solutions for accessibility and collaboration among relevant stakeholders.

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Michael Santos

Analista de Faturamento Pleno | Gest?o Financeira | Finan?as | Redu??o de Custos | Contabilidade | Controller | Nota fiscal | Faturamento | Controladoria | Economia | Marketing Digital
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A automa??o da captura e valida??o de faturas envolve a cria??o de um processo automatizado para extrair informa??es das faturas e verificar sua precis?o. Aqui est?o os passos gerais para automatizar esse processo: Escolha da Ferramenta de Automa??o: Utilize uma ferramenta de automa??o, como UiPath, Automation Anywhere ou outras que sejam adequadas para automa??o de processos. Captura de Faturas: Desenvolva um bot que possa acessar os sistemas relevantes, como e-mails ou plataformas de upload, para baixar ou capturar as faturas. Implemente lógica para lidar com diferentes formatos de faturas (PDF, imagem, texto) e extraia informa??es relevantes.

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2 Implement workflow management and approval rules

Another best practice for improving invoice processing visibility is to implement workflow management and approval rules. This means using software tools or services that can automate and streamline the routing, tracking, and approval of invoices based on predefined criteria and policies. Workflow management and approval rules can help you enforce compliance, accountability, and efficiency in your invoice processing activities, as well as provide a clear and consistent view of the status, progress, and bottlenecks of your invoices. This can help you monitor and optimize your invoice processing cycle time, costs, and performance.

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Michael Santos

Analista de Faturamento Pleno | Gest?o Financeira | Finan?as | Redu??o de Custos | Contabilidade | Controller | Nota fiscal | Faturamento | Controladoria | Economia | Marketing Digital
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Implementar regras de gerenciamento e aprova??o de um fluxo de trabalho envolve a defini??o de processos, atribui??o de responsabilidades e a cria??o de condi??es que determinam quando uma etapa pode ser considerada concluída. Abaixo est?o as etapas gerais que você pode seguir para implementar regras de gerenciamento e aprova??o em um fluxo de trabalho: Mapeamento do Fluxo de Trabalho: Identifique todas as etapas do seu fluxo de trabalho, desde a captura da fatura até a sua valida??o e aprova??o. Defini??o de Responsabilidades: Atribua responsabilidades claras a cada etapa do fluxo de trabalho. Por exemplo, quem é responsável pela captura, quem valida os dados, e quem aprova a fatura.

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3 Integrate invoice processing with other systems

A third best practice for improving invoice processing visibility is to integrate invoice processing with other systems. This means using software tools or services that can connect and synchronize your invoice processing data with other relevant data sources and systems, such as your ERP, accounting, procurement, or payment systems. Integrating invoice processing with other systems can help you eliminate data silos, duplication, and inconsistency, as well as provide a holistic and comprehensive view of your invoice processing activities and their impact on your business. This can help you improve your cash flow management, budgeting, forecasting, and reporting.

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Michael Santos

Analista de Faturamento Pleno | Gest?o Financeira | Finan?as | Redu??o de Custos | Contabilidade | Controller | Nota fiscal | Faturamento | Controladoria | Economia | Marketing Digital
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Integrar o processamento de faturas com outros sistemas é fundamental para garantir uma opera??o mais eficiente e consistente em uma organiza??o. Aqui est?o algumas diretrizes para integrar o processamento de faturas com outros sistemas: Identifica??o de Sistemas Envolvidos: Liste os sistemas que precisam estar integrados ao processamento de faturas. Isso pode incluir sistemas de contabilidade, ERPs (Enterprise Resource Planning), CRM (Customer Relationship Management) ou outros sistemas relevantes. Padr?es de Integra??o: Escolha padr?es de integra??o apropriados, como APIs (Application Programming Interfaces), Web Services, FTP (File Transfer Protocol), entre outros. Certifique-se de que os sistemas envolvidos suportem esses padr?es.

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4 Use analytics and dashboards to measure and improve

A fourth best practice for improving invoice processing visibility is to use analytics and dashboards to measure and improve. This means using software tools or services that can collect, analyze, and visualize your invoice processing data and metrics, such as your invoice volume, accuracy, timeliness, cost, compliance, and performance. Using analytics and dashboards to measure and improve can help you gain more insight and transparency into your invoice processing activities and their outcomes, as well as identify and act on opportunities for improvement. This can help you enhance your invoice processing quality, efficiency, and effectiveness.

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Michael Santos

Analista de Faturamento Pleno | Gest?o Financeira | Finan?as | Redu??o de Custos | Contabilidade | Controller | Nota fiscal | Faturamento | Controladoria | Economia | Marketing Digital
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A utiliza??o de análises e painéis (dashboards) é essencial para medir e melhorar o processo de processamento de faturas. Isso permite monitorar o desempenho, identificar áreas de melhoria e tomar decis?es informadas. Aqui est?o algumas sugest?es para incorporar análises e painéis ao seu processo: Defina Indicadores Chave de Desempenho (KPIs): Identifique os KPIs relevantes para o processamento de faturas, como tempo médio de processamento, taxa de erro na extra??o de dados, número de aprova??es pendentes e eficiência do fluxo de trabalho. Escolha uma Plataforma de Business Intelligence (BI): Utilize plataformas de BI, como Tableau, Power BI ou Qlik, para criar painéis interativos e relatórios visuais.

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5 Leverage cloud-based solutions and services

A fifth best practice for improving invoice processing visibility is to leverage cloud-based solutions and services. This means using software tools or services that are hosted and managed by a third-party provider on the internet, rather than on your own premises or servers. Leveraging cloud-based solutions and services can help you access and use the latest technologies, features, and security for your invoice processing activities, as well as scale and adapt to your changing needs and demands. This can help you improve your invoice processing flexibility, reliability, and scalability.

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Michael Santos

Analista de Faturamento Pleno | Gest?o Financeira | Finan?as | Redu??o de Custos | Contabilidade | Controller | Nota fiscal | Faturamento | Controladoria | Economia | Marketing Digital
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A utiliza??o de solu??es e servi?os baseados em nuvem pode trazer diversos benefícios para o processo de processamento de faturas, proporcionando flexibilidade, escalabilidade, seguran?a e acessibilidade. Utilize servi?os de captura de faturas baseados em nuvem, como OCR (Optical Character Recognition) em nuvem. Isso permite a extra??o eficiente de informa??es a partir de faturas em diferentes formatos, sem a necessidade de infraestrutura local. Armazenamento de Documentos na Nuvem: Armazene os documentos relacionados a faturas em servi?os de armazenamento em nuvem, como Google Drive, Dropbox ou Microsoft OneDrive. Isso facilita o acesso e compartilhamento seguro de documentos entre as equipes.

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6 Engage and collaborate with your stakeholders

A sixth best practice for improving invoice processing visibility is to engage and collaborate with your stakeholders. This means communicating and working with your internal and external parties that are involved or affected by your invoice processing activities, such as your suppliers, vendors, contractors, employees, managers, auditors, and regulators. Engaging and collaborating with your stakeholders can help you establish and maintain trust, alignment, and feedback for your invoice processing activities, as well as provide a shared and consistent view of your invoice processing expectations, requirements, and results. This can help you improve your invoice processing satisfaction, relationships, and compliance.

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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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What are the best practices for improving invoice processing visibility?

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1 Automate invoice capture and validation

2 Implement workflow management and approval rules

3 Integrate invoice processing with other systems

4 Use analytics and dashboards to measure and improve

5 Leverage cloud-based solutions and services

6 Engage and collaborate with your stakeholders

7 Here’s what else to consider

Corporate Accounting

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