Invoice Verification and Approval Workflow

How does the solution work?

Esker's Accounts Payable workflow module provides the tools to finely orchestrate PO or non PO invoice verification and payment approval workflows that complies with your business, company policy and audit requirements. In some cases you have agreed upon, invoices can even be processed with no human intervention - touchless processing, as long as they mach the required criterias.

Benefits of electronic workflow

Esker's workflow module allows you to achieve operational cost reduction while securing the process and minimising financial risks. By replacing manual circulation of paper, phone calls and unrecorded emails with electronic workflow, you can improve overall speed, efficiency, control and visibility of vendor invoice processing.

The workflow functions are completely independent of the ERP and can therefore be connected to heterogeneous systems used by different subsidiaries or departments within the company.

Unique functionalities, real results

Multi-level payment approval process Based on criterias you have defined such as for instance the vendor name, the invoice total amount or a combination of both, the invoice is sent through to the appropriate workflow path. You can set up as many approval levels your internal policy requires.

Easy to use validation interface Users are prompted for their validation and approval by email. When they open the email they can directly access the web-based validation form by clicking on the link provided in the email. The validation form presents to the user only necessary information with the image of the invoice. From it they can easily approve, reject or put the invoice on hold if necessary.

Ability to add supporting documents At any step of the workflow, any given user has the option to add invoice validation or rejection supporting documents. These documents will remain with the invoice image for later referal or audit matters.

Email reminder escalation To ensure that invoices are moving through the approval process quickly, based on predefined policies, the system automatically sends email reminders to users and people they report to when invoices have been sitting on their worklist for too long.

PO invoice three-way match verification When a PO related invoice arrives, the solution automatically checks for the corresponding POs and good receipts. In case there is a quantity or price mismatch the invoice is sent for review to the appropriate personnel so that the exception can be handled correctly and within a reasonable timeframe.

Straight-through processing The solution can be set to process vendor invoices without requiring any human intervention. When the invoice matches vendor negociated condition, corresponding PO and good receipts, it can be automatically managed, ready for the next payment run.

Real-time tracking and reporting The system displays views of invoices along the workflow step which means you can always track one particular invoice, on which task list it is sitting as well as evaluate the amount of outstanding invoices you have.