6 mins read

Automated Invoice Processing

Invoice Workflow Management: Optimizing for the Win

by Yooz the 12.30.2021

invoice validation process workflow - Yooz AP Automation

Honest answer: How often have you had to tear up a check or cancel a transaction on your mobile banking app because you misspelled the payee, botched the amount due or got the date wrong? If you’re the average human, chances are the answer is plenty of times.


What’s often just a nuisance for consumers paying their bills becomes a real and costly headache for organizations dealing with a task load of hundreds of invoices a month. The good news is companies have an easy solution for this recurring problem. 


Automated invoice processing ensures that every incoming new invoice is captured and validated properly and quickly, tying up as little human labor as possible and not holding up any processes. By removing most (if not all) the manual steps, the entire process is faster than ever and still lets you catch almost all mistakes and fraud attempts. 


Futureproof Your Business for 2022 with Invoice Validation 


If you haven’t embarked on digital transformation for the invoice and payment process, now is a good time to start thinking about company needs and how your business can futureproof its invoice processing for 2022. As the past year has proven, external disruptions can seriously affect the purchase-to-pay workflow process and hamper the ability to process a customers’ invoice on time and/or get paid by your partners. 


When we surveyed more than 1,000 finance and Accounts Payable leaders, almost two-thirds told us delayed invoice validation was the number 1 reason for late payments. Late payments mean late fees, and these hit the bottom line one invoice after another. 


This is just one example why adopting an intelligent and secure technology-based invoice validation process has so many benefits. When it comes to automated invoice processing, a cloud-based platform such as Yooz offers any size business unmatched savings, speed, and security. Consider that the average company in the US (or more than a third of organizations) handles between 251 and 750 invoices a month. That’s a scale at which automated processing will almost instantly slash costs, cycle time, and stop the time-consuming battle with exceptions.  


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Why Three-Way Matching is a Must for the Invoice Validation Process 

Automation takes the guesswork out of invoice validation by means of three-way matching process. First, the automation platform captures the vendor’s invoice and extracts every relevant bit of information: PO number, issue date, due date, amount, bank, and tax information. 


This capture requires only seconds thanks to machine-learning algorithms that get smarter with each invoice they read. In fact, our powerful invoice and payment process automation platform has processed more than 100 million invoices from more than a million vendors so far, so there are few formats that can stump the system.


Once captured, the next step is matching. The platform automatically performs multiple checks across various documents to make sure the invoice is neither incorrect nor fraudulent. This process is called three-way matching because the system compares information from three sources: the actual vendor invoice, the corresponding purchase order, and the receiving report. The software ensures that all is in order by looking at details in the invoice and in the additional documents such as quantities, price per unit, terms, and pertinent financial information.


A Smart Invoice Validation Process Catches Errors and Fraud 


There are plenty of reasons why an invoice can be flagged. For example, an impatient vendor may submit an overdue invoice twice and change the invoice number. Maybe the supplier switched bank accounts but forgot to notify you. Or perhaps he didn’t, and instead someone is trying to impersonate the supplier to siphon off the payable amount due.  


Such fraud attacks have risen during the pandemic as working from home disrupted many AP processes and forced dispersed teams or skeleton staff to complete invoice processing remotely. With an automated, intelligent validation process, you drastically reduce exposure to fraud and errors. 


Only when the software has determined that all details match and are correct will the system automatically route the invoice to the right recipient for final review and approval. 


Invoice Validation Protects Your Complete Purchase to Pay Workflow


There’s another safety net in place before payments go out. YoozPay is an add-on module for the Yooz solution that allows scheduling and executing payments in the same intuitive interface, securing the invoice validation process from procurement to payment. Invoice validation done right means striking the perfect balance between convenience, speed and security. 


While vendors can be on-boarded with a single email address and then choose their preferred payment method with one click, YoozPay also has fraud detection built in at every level of the transaction. Powered by Checkbook, it is a service that protects both parties with limits, velocity checks, and additional pattern checks.


Simply put, by partnering Yooz you can win the AP matching game and stamp out errors and fraud in your invoice and payment processing workflow.


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How does Yooz ensure accuracy and reliability in the invoice validation process

Yooz ensures accuracy and reliability in the invoice validation process through advanced validation rules and AI-powered technology. Our platform automatically compares invoice data against predefined rules and thresholds, flagging discrepancies or errors for review. Additionally, Yooz utilizes machine learning algorithms to continuously improve validation accuracy over time, ensuring reliable results and minimizing manual intervention.

Can Yooz's invoice validation process accommodate complex billing structures and requirements?

Yes, Yooz's invoice validation process is highly flexible and customizable, allowing it to accommodate complex billing structures and requirements. Our platform supports configurable validation rules, tolerance thresholds, and exception handling workflows, enabling organizations to tailor the validation process to their specific needs. Whether it's validating line item details, pricing agreements, or tax calculations, Yooz ensures compliance and accuracy for diverse billing scenarios.

How does Yooz handle exceptions or discrepancies identified during the invoice validation process?

Yooz provides a systematic approach to handling exceptions or discrepancies identified during the invoice validation process. Our platform flags any discrepancies for review and resolution, routing them to the appropriate stakeholders for investigation. Yooz also offers workflow automation features, such as automated notifications and escalations, to streamline the resolution process and ensure timely resolution of issues. This enables organizations to maintain control over the validation process and minimize delays in invoice processing.

What reporting and analytics capabilities does Yooz offer to track and monitor the invoice validation process?

Yooz provides robust reporting and analytics capabilities to track and monitor the invoice validation process effectively. Our platform offers real-time dashboards, customizable reports, and comprehensive analytics tools that provide insights into validation status, exception trends, and processing metrics. This visibility allows organizations to identify areas for improvement, optimize validation workflows, and make data-driven decisions to enhance the efficiency and accuracy of the invoice validation process.