Paperless Invoice Routing

Identifying invoices where you have been overbilled compared to a purchase order is important to your bottom line. But how do you handle the routing of problem invoices? Paperless Invoice Routing is easy in ComputerEase with Electronic Document Processing.

Most contractors' offices do not have a method for entering this type of problem into an electronic system. Instead, the paper copy is sent to a project manager for review and approval. But what project manager has time to immediately review invoices line by line looking for discrepancies? What happens? The invoice sits on a project manager's desk with a pile of other items that need attention.

Weeks later, the vendor who sent the problem invoice calls accounts payable inquiring about the status of payment. The clerk informs the vendor that the amounts on the invoice don't match the purchase order, and it is under review. Then what?

The accounts payable clerk has to track down the invoice. Is it buried on a project manager's desk? Which project manager's desk? Can anyone even find the elusive piece of paper? And if so, has the project manager even reviewed it?

Time and money are wasted searching for the invoice, tracking down the project manager, calling the vendor with the issues, updating the project manager, and then maybe processing it for payment. Obviously, this is a highly inefficient system for processing problem invoices. It may prevent overbilling, but how much money does it cost in man-hours and inefficiency?

ComputerEase provides a tool to manage problem invoices efficiently: Electronic Document Processing.

Situation Resolution with Electronic Documenting

• Clerk spots problematic invoice
• Clerk scans invoice into AP entry screen
• The PO (if issued) is automatically attached, and both documents are automatically routed to the project manager, purchasing staff, or owner (based on user defined rules)
• Once the invoice has been routed it will be marked as "pending" and will not be payable until the invoice has been approved by all parties

Paperless invoice routing ends the paper chase, saving you time and money. Problem documents now track through the system quickly and easily. Vendors stay happy, and you reap the benefits.