How to Implement Invoice Automation

Creating automation within your invoicing processes can transform your entire business operation.

Manual invoice processing puts a heavy load on the accounts payable department, relying on entering timely invoicing data, regularly sending invoices, and following up on unpaid accounts. This system can bog down cash flow and is highly susceptible to mistakes and delays.

But what if you could automate invoicing to reduce administrative work, gain back billable hours, and accelerate client payments?

That goal is possible when you utilize invoice automation software.

Understanding Automated Invoice Processing

So, what exactly is automated invoice processing?

In simple terms, it means using specially designed software to handle every step of invoicing, from creation to submission.

With invoice automation, your team can pull data directly from your business systems, saving precious time and reducing the risk of mistakes. Clients can receive invoices digitally or physically while your business manages them seamlessly, speeding up and simplifying the payment process.

How Automated Invoicing Works

Let's take a closer look at the invoicing process. Remember the old days of paper invoices? Gathering approvals for larger purchase orders, manually entering data, and the inevitable time-consuming delays? With automated invoicing, those days are behind you.

Here’s how it works with Accelo :

1. Data Integration?

Your digital accounting system and ERP systems integrate smoothly, eliminating the need for manual data entry.

2. Data Conversion

Invoice data is converted into text and scanned for relevant information like client contact information and invoice numbers.

3. Streamlined Workflow via Automated Invoicing

Once all preset requirements are met, the invoice is created and sent to the client for payment. This streamlined workflow automation significantly reduces processing time.

Advantages of Automating Your Invoice Processing System

The benefits of switching to automated invoice processing are substantial and can revolutionize your business operations.

On average, a typical person not using an invoice processing system in 2024 will take about 21 days to fully pay an invoice. In comparison, businesses that do use an invoice processing system only take 15 days to complete one. – Data based on Accelo internal users from July 2023-July 2024

Shorter delays in payments improve cash flow for your business and reduce time spent on follow-up. Accelo’s financial management tools do exactly that, taking your business operations into consideration to maximize your income stream. Some of the benefits that go along with using a built-in solution to take care of invoice processing are:

• Faster payments: With automation, payments are expedited, improving your cash flow.
• Error reduction: Manual entry mistakes become a thing of the past.
• Efficiency: Processing time is slashed, and the approval process becomes faster.
• Cost-effectiveness: Spending less time doing manual entry will improve your team’s efficiency and streamline workflows, especially in admin or non-billable roles such as project managers, operations managers, admin, finance, bookkeeper, etc.
• Enhanced relationships: Transparency and timely invoicing strengthen relationships with clients and vendors.

What to Look For in an Automated Invoicing Software

When choosing the right automated invoicing software for your business, consider these key features:

Customizable Templates

Customizable templates allow your business to create invoices tailored to your brand’s identity. This includes adjusting the layout, color scheme, logo, and other elements to ensure company branding consistency.

Accelo's Functionality

Accelo's software provides a comprehensive template customization feature that lets users easily modify invoice templates to match their brand. With a user-friendly interface, you can change colors, add logos, and adjust the layout to make your invoices look professional and consistent with your company’s image. This flexibility helps reinforce your brand identity every time you send an invoice.

Recurring Billing

Recurring billing automates the process of invoicing for services that are provided on a regular basis, such as retainers or maintenance fees. This reduces your team’s administrative effort and ensures timely payments.

Accelo's Functionality

Accelo streamlines recurring billing by allowing users to set up automated invoicing schedules. You can define the frequency of the invoices and automate the entire process, ensuring that your clients receive their invoices on time without manual intervention. This feature saves time, reduces errors, and helps maintain consistent cash flow.

Learn more about our unique billing software .

Custom Workflows

Custom workflows enable your business to create and manage processes that align with your unique operational requirements. This flexibility allows for optimization and efficiency in handling tasks and projects.

Accelo's Functionality

Accelo’s platform offers robust workflow customization capabilities. Users can design workflows that mirror their business processes, from project initiation to completion. This includes defining stages, setting up approval processes, and automating task assignments. By adapting workflows to fit your needs, Accelo ensures that your operations run smoothly and efficiently.

Client Self-Service

Client self-service portals empower your clients to access and manage their invoices independently. This includes viewing, downloading, and paying invoices through a simple interface.

Accelo's Functionality

Accelo’s client self-service portal allows clients to view, download, and pay invoices at their convenience. You can define the formats and permissions, ensuring clients have the control they need while maintaining security and consistency. This feature enhances client satisfaction by providing transparency and convenience.

Real-Time Monitoring

Real-time monitoring allows your business to track the status of invoice payments as they happen. This provides immediate insights into cash flow and financial health.

Accelo's Functionality

With Accelo’s real-time monitoring, you can keep a close eye on your invoices and payments. The system updates instantly, giving you accurate, up-to-date information on payment statuses. This feature helps you make informed decisions and address any issues promptly, improving financial management and accountability.

International Processing

International processing capabilities enable invoice management in multiple languages and comply with various countries' VAT regulations. This is crucial for companies operating globally.

Accelo's Functionality

Accelo can help you expand your business beyond borders. The platform supports international processing by allowing you to create invoices in multiple languages and incorporate country-specific VAT regulations. These features make it easier to manage international clients and navigate the complexities of global invoicing.

Seamless Integration

Seamless integration ensures that your invoicing software can work smoothly with your existing systems, such as accounting, CRM, and ERP systems. This eliminates data silos and streamlines operations.

Accelo's Functionality

Accelo offers extensive integration capabilities, allowing the software to connect with your existing systems, including popular accounting, CRM, and ERP platforms. This integration ensures data consistency and streamlines your workflow, reducing manual data entry and minimizing errors. Accelo’s seamless integration enhances overall efficiency and productivity.

Flexible Payment Methods

Flexible payment methods provide your clients multiple options for settling their invoices, including traditional and digital payment platforms. This convenience can improve payment timeliness and your client’s satisfaction.

Accelo's Functionality

Accelo supports a wide range of payment methods, including credit cards, bank transfers, and digital platforms like PayPal. By offering various payment options, Accelo makes it easier for clients to pay their invoices, leading to faster payment cycles and improved cash flow.

AI and Machine Learning

AI and machine learning enhance your invoicing and approval processes by automating tasks, identifying patterns, and making intelligent recommendations. This reduces manual effort and improves accuracy.

Accelo's Functionality

Accelo integrates artificial intelligence and machine learning to provide smarter invoicing and approval workflows. The system can automatically categorize expenses, detect anomalies, and suggest approvals based on historical data. This technology-driven approach reduces manual intervention, increases accuracy, and speeds up the invoicing process.

Prompt Payments

Prompt payments are facilitated by systems that make it easy for your clients to access and pay their invoices. A well-designed client portal can significantly reduce payment delays.

Accelo's Functionality

Accelo’s client portal is designed to make invoices easy to find and hard to lose, encouraging prompt payments. The portal is intuitive and accessible, allowing clients to quickly view and pay their invoices. This feature accelerates payment times and improves cash flow, ensuring your business gets paid faster.

Conclusion

Implementing invoice automation with Accelo not only streamlines your invoicing process but also transforms your entire business operation.

By addressing common business blunders — such as manual errors, delayed payments, and fragmented data — Accelo offers an automation solution that enhances efficiency, accuracy, and client satisfaction.

Are you ready to take your invoicing to the next level? Propel your business towards the future and watch it thrive with Accelo.

Book a demo!