Invoice Reception | E-Invoice Supplier Portal
Current Situation – Receiving E-Invoices
The physical medium of paper invoices introduces significant overhead costs inherent in document handling from both the client’s and the supplier’s perspective, limiting the ability to optimize and reduce processing cycles.
How to receive e-invoices? How to digitize invoices and documents? How to organize supplier invoices?
Our Proposal – Invoice Reception Portal
easyap provides its clients with the easyei supplier invoice reception portal, where all invoices are received in a centralized inbox, regardless of their format: e-invoice, PDF, EDI, paper….
The idea is to have visibility of all received invoices in a single place, regardless of the format in which the supplier sent them. Paper/PDF invoices will undergo a scanning and OCR process, uploading them already digitized to the centralized inbox.
Suppliers can send invoices to a centralized point in various formats: PDF, e-invoice, EDI, Facturae… This way, regardless of the origin and format, the accounts payable department will have all invoices (with image and data) in a single place for processing.
The use of multiple interconnection channels facilitate connection to the centralized “inbox” for invoices: email, FTP, value-added networks like Peppol… makes the client independent of the various invoicing protocols and formats. Manual invoice upload, whether via a Web invoice or from structured files, is also part of the functional scope of the supplier portal.
From this common point, it will be possible to link, if desired, with processing workflows depending on the invoice type: with or without a purchase order, finvoices pending approval to streamline tasks such as confirmation, approval, coding, and incident resolution…
Benefits – easyei Supplier Portal for Invoice Receipt
- Immediate visibility of invoices, which are no longer lost between different departments
- Transformation of fixed costs into variable costs
- Increased productivity of process stakeholders, resulting in cost savings for both the client and the supplier
- Electronic record of all actions in the process, fostering internal control
- Reduction in time spent by the client on invoice approval and exception resolution.
- Improved Client / Supplier relationship
- Automatic invoice accounting
- Real-time expense provisioning
- Facilitates Treasury planning
How Does easyei Work for Invoice Receipt?
Process
easyei is an electronic invoicing web supplier portal that provides a single point of entry for all invoices received from suppliers, regardless of their format, and transfers them to the accounting system. It works with images and data; there is no paper or non-interpretable electronic formats.
1. Submission Address:
Paper invoices can be collected via mail service or at a centralized post office box managed by easyap.
easyap will assign you a centralized address MI_Empresa@factura.es or MY_Company@invoic.es for your invoices in PDF, XML, e-invoice, EDI files… If the client already has a centralized mailbox, no changes are required.
2. Invoice Submission:
Suppliers send their paper or electronic invoices (PDF, XML, EDI,…) to the assigned addresses. Option to customize formats per supplier.
If desired, your suppliers can prepare their invoices directly on the portal via Web or upload them via structured files in standard format.
For paper invoices scanning functionality is available directly integrated into the portal. Paper / PDF invoices utilize OCR procedures integrated into the portal, along with certified digitization and electronic signature, to generate electronic invoices with full legal validity.
3. Invoice Receipt:
Invoices are received, regardless of format, on easyap’s easyei electronic invoicing portal.
4. Electronic Signature:
Invoices are electronically signed to guarantee their legal validity.
5. Invoice Acceptance:
Once accepted, invoices are downloaded and/or sent to your accounting system in the agreed format.
Workflow:
The incorporation of workflows for reconciliation and approval is also within easyap’s scope of service.
For more info, click here
6. Electronic Custody and Status Information:
Invoices stored on the easyei portal will be available for future consultation during the agreed period.
Feedback on invoice statuses, such as payment information, is part of the basic information to be shown to the supplier.
“
Mutual benefit: satisfied supplier and liberated resources.
“
