Provider Portal

Current Reality

A fundamental part of any invoice processing cycle is the attention given to the provider.  The providers send their invoices unsure if they have been received, the stage in the process that they are in, when they are going to be paid, possible incidents… Normally these enquiries/complaints are made by telephone to accounts payment department.  This attention, mainly by telephone,  has some of the following characteristics:​

  • Increases the cost significantly of invoice processing.  It is estimated that for every 40,000 invoices an attention  to providers resource is required.  The cost of attention to providers represents 15% of the cost of processing the invoice.
  • The task is subject to monthly high peaks of work load ( pre/post payment days).
  • 96% of calls to the accounts payable are calls from providers, 75% are requests for information and 22% are incidents.
  • 98% of calls from provider do not have any records for consultation (written or audio)
  • The communication with providers is made more difficult by the inconsistency of the information from the masters/originals.  After more than a year of working together, 58% of providers present some figure which is incorrect or non-existent
  • Only 1% of companies count on an incident manager system.
  • It is an unstructured process and subject to unnecessary steps.
  • Non-existence of a unique contact point for the provider, access distributed throughout the company.
  • The attention to providers service is limited to the companies working timetable and non-existent on local holidays

Our Proposal

A web solution, valid for any ERP and in a pay per use model, that provides the provider with the information they deem necessary.   The solution, which can be quickly and easily introduced, is orientated to the provider self-managing access and carrying out consultations which they would normally direct to all departments of the company, but especially to the accounts payable area.  The solution is based on the automation  and procedurization, and can be outlined as follows:

  • Complete cycle: possibility to inform the provider in each and everyone of the stage in the process
  • Externalized, eliminating unnecessary charges in the system and accounts payable area
  • Automation of the most frequent user processes, register, incident management 
  • Automation of contact details maintenance in the providers' data master.
  • Unload user tasks onto provider.
  • Unified view of all documents no matter what the source.
  • Multi-lane, information system to provider, combined with an incident management system.
  • Bidirectional.
  • 24/7.
  • Training procedures and answering of  “FAQ”.

Through the portal information can be provided of all documents, not only invoices, that in some way are managed with the supplier.

Provider Portal
Information presentad on the basis of client needs and security levels.

Benefits

  • Savings and dedication of internal resources to other important tasks.
  • Significant reduction in incoming telephone enquires: payments to make and payments made.
  • Attention to providers process within a procedural framework and documented.
  • Process independent of people's knowledge (made independent from resources)
  • Accounts payable resources not worn out/burned out by telephone attention 
  • Availability and accessibility to diverse information: invoices, orders, promotions
  • Provider satisfaction...client of the process, providing useful information in an agile way
  • Employee satisfaction (expense notes)…internal client of the process, providing valuable information in a non-expensive way
  • Easily defined requirements for implementation with a quick launch
  • Reduced or non-existent participation by IT/Systems.
  • Complete view of the standing with the provider, independent of the multiple systems.
Mutual benefit: provider satisfied and resources freed.

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