Why You Should Not Switch To Electronic Invoicing (Written By An E-Invoicing Company)

Step 1 of 2: Play the video to understand how an automated electronic invoicing program works. Set it to 1.5x if you’re short on time.

Step 2 of 2:Click the button below to book aaccounts payable audit with us. 

Yes, you’ve read that right.

We have been in the electronic invoicing sector for over 21 years – in fact, we were pioneers as providers of digital invoicing services – and we are telling you not to switch to it.

Shall we explain why?

The problem with manual invoice management

Let’s be clear: processing invoices manually is slow, costly, complicated, and leads to errors.

Most companies start with simple processes, but as the business grows, the accounts payable department evolves, and everything becomes more complicated. Even more so if you expand into new markets.

Consequently, you lose a lot of time manually processing invoices, managing them, and chasing overdue payments.

You always feel rushed, with no time to plan and wasting your resources.

Furthermore, you lose sight of what is really happening with the invoice process.

And most importantly, more errors are made with manual invoicing.

The good news is that in 2023, you won’t have to do it manually.

There are multiple electronic invoicing software options to choose from. (We know this, as we were one of the first 🙂)

By switching to electronic invoicing, you gain valuable time, optimize resources, accelerate the process, and (almost) eliminate human errors.

However, that’s not all…

Switching to e-invoicing is a good start, but it’s only one piece of the puzzle and not the complete picture.

The problem for most companies is that they jump straight into e-invoicing without first analyzing the process itself.

Just as changing your car from manual to automatic will make driving easier, it will be useless if it still only has 3 wheels.

Unfortunately, automating a non-optimal process will not solve your problems, nor will you achieve the desired results.

Perhaps your company is in one of these situations: you have switched to an e-invoicing provider thinking it would solve all your problems, and it hasn’t. Or your internal software development has been insufficient and has become limited or unusable for what you need today. Or you are considering the option of automating the process.

That’s precisely what we mean when we say “don’t switch to e-invoicing”, because what we really mean is “don’t *just* switch to e-invoicing“.

First optimize your invoicing process and then automate it with efficient software. 

Furthermore, IT departments often lack resources or have other more relevant projects within the company to focus on. The good news is that we have already developed the solution for you and your accounts payable system. 

This is the model we have used with numerous companies to help them optimize their invoicing process. We recommend it as a guide if you want to automate the process, increase efficiency, and reduce errors: 

1. Use the outline we describe below to improve your invoicing process.

2. Install an e-invoicing solution like easyap to automate it.

• You have a high volume of supplier invoices, more than 10,000 or 20,000
• You have a top-tier ERP, SAP / S4HANA, Dynamics, Financials, etc., but you still have a high volume of manual tasks in the AP process, which even new product versions, despite promising to, do not eliminate.
• You have tried to implement OCR solutions or electronic invoicing portals with which you cannot achieve a fully automated process.
• The tools you have do not allow you to know the status of the process, view the backlog or the aging of invoices in process.
• The availability of IT resources to implement improvements is always scarce, or if they exist, you must divert them from more critical processes.
• You are considering optimizing/automating the AP process.
• You feel that in your company, invoice management is the last concern and occupation of the finance department.

At this point, you only need to take two steps:

1. Apply these ideas to your invoicing and payment process (and contact us if you need help implementing them).
2. Automate the process with e-invoicing software like easyap.

If you would like to know more or believe we can assist you, please contact us here

Do I have to extract the invoice data?

No. easyap’s software extracts them for you. 

Do I have to manually register the invoice in the ERP?

No, invoices are sent and registered in the ERP automatically.

How do I know how many invoices I have received?

With easyap, you gain access to reports that show the volume and deadlines for the entire AP process.

Can I know where the invoices are registered?

Yes. From the start of the process, you can track where each invoice is, when it was received, and who the issuer is.

Do I have to create new email accounts to receive invoices?

It is not necessary, as they can be forwarded. However, easyap can also provide email addresses.

How do employees know they need to approve an invoice?

easyap IP sends emails with reminders for pending tasks. Additionally, approval can be done from mobile devices.

Can suppliers check the status of their invoices?

Yes. There is a supplier portal where you can provide information about the status of invoices.

How long does it take to install the software and start the project?

It will depend on the phase of your process and the availability of your IT team (if needed). However, on average, it usually takes between 6 and 8 weeks to install the software and start the project.

What experience does easyap have working with SAP? And with other ERPs?

At easyap, we have years of experience in projects with SAP and various ERPs. In fact, we work with most of the well-known vendors as well as internal providers.

What is the pricing model? How much does the license cost?

With easyap software, you pay per invoice processed. This means you won’t have to pay a fixed cost for the license.