10 advantages of invoice approval automation

Validation is, usually, the process that requires most manual labor in the invoice approval workflow. Invoice approval automation lets validation be consolidated on a single software. An automated invoice can be compared to orders, and any errors can be caught with the help of both AI or quicker intervention.

Since most automated expense systems can be integrated with accounting software, the database cross-check by the algorithm is more fool-proof than any kind of manual effort. Moreover, digital error correction or reissuing of invoices is much faster than a paper-based exchange. 

Setting up an approval chain in advance lets companies dictate what the approval flow should look like before invoices start piling up. Once an invoice is correctly verified and sorted, it automatically falls into the correct approval line.

As opposed to manual sorting, which could lead to missing or misdirected invoices, invoice automation lets invoices be digitally sent to the correct department as soon as verification is processed. 

Expense management software makes it possible to set up multi-level approvals. These approvals come over email, web applications, or mobile applications. The one-touch approval eliminates significant wait times with automated invoice approval.

Adding multiple people to this approver list allows more than one person to be notified about a pending invoice approval. These approvers and account managers can also request additional details on the same platform, consolidating all information related to an invoice in one database. The quicker the approval, the quicker the invoice is processed. 

When you have a heap of paper invoices to process, and confusing approval trails, then it is very likely that some invoices can be processed twice. Not only that but they might also be paid in duplicate. If someone should catch such an error, it then snowballs into a long transaction reversal process. This is one of the most common accounts payable challenges many organizations face.

However, it necessarily doesn’t have to reach such a stage. Invoice automation allows digitized purchase orders to be scanned for date of issuance, and purchase details. Duplicate invoices can be removed from the approval track, preventing duplicate invoice payments. Not only can the vendor then be notified of the duplicate invoice (to prevent future errors), but there is no double payment that needs to be rectified. 

Paperwork is not just a pain to sort and read. It is also extremely easy to lose. Whether it is a lost invoice within a large office or a lost invoice in the mail, the hazard of misplaced invoices is very likely to occur.

This digitization brought about an unexpected level of security in how invoices are stored and communicated. Digital copies of purchase orders, invoices, and receipts make it easy to prevent document loss, which can cost valuable time.

As digitization takes over monetary matters, the security of finances has also become a concern for many financial institutions and departments. If budgets and approvals are pre-assigned, then there is a clear picture of where an invoice came from and where the payment went.

Moreover, with systems like Volopay aiding the invoice management process, vendor payments can be assigned to virtual cards. These cards can have limited expiry, allowing you to use burner cards for SaaS and vendor payments. It not only protects you from data loss or hacks, but it also prevents any transaction from being linked to your company bank account. 

Needless to say, if your invoices are being systematically processed and your suppliers are being paid on time, then your relationship with your vendors improves. Keeping your vendors happy with timely payments and organized data doesn’t just improve their faith in your company. With secure transactions and accounting, your vendor can also be assured of your growth.

Companies that invest in invoice approval automation lean towards streamlined scalability, which encourages vendors to stay on top of their game. A happy vendor-buyer relationship is the key to a happy company-consumer relationship. 

The digitization of invoices and transactions creates transparency within the employee network. Spend visibility is crucial to encourage healthy spending, but also to make sure no payments are delayed or any credit score harmed. With transactions being recorded on the same platform, every payment is easy to trace back to the person who initiated it.

The trail also includes where the approval came from so that all parties involved are aware of processing status or any issues that may crop up. Having spend visibility also makes it easier for the finance department to allocate budgets and approve any requests for a credit increase. 

Not all vendor payments are smooth, or direct. They can sometimes involve complex orders, leading to complex invoicing. Invoice approval automation software can reduce the amount of time spent in this procure-to-pay cycle.

AI can automatically match invoices with purchase orders, quantities, existing payments, due payments, discounts, departments, and billed items. This makes the verification and approval of invoices much quicker and error-free.

Having this kind of information ready on-hand also makes vendor payments timely, which can improve the relationship between supplier and buyer. Some suppliers and platforms, like Volopay, also offer discounts and cashback for timely payments. 

Compliance is another part of the accounting process requiring large amounts of data analysis and paperwork. One of the major advantages of invoice approval automation is that a digital trail is much easier for auditing teams to keep track of. Accounting software that integrates with automated invoice approval systems can have all transaction details in one place for assessment.

This not only makes accounting time shorter but also eases regulatory compliance processes. Companies can set policies in advance so that any transactions that don’t comply with them will be automatically declined. The transparency of all expenses, and approval flows, also makes compliance easier to manage.