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E-Invoicing Solutions and Supplier Portal

Best Electronic Invoice Processing Software

InvoiceWorks® is designed to accommodate the needs of all your suppliers; from the small independent businessperson or contractor, to Fortune 100 companies. With InvoiceWorks®, electronic invoicing (also known as e-invoicing solutions or AP automation) becomes free and simple for your suppliers. It is the perfect solution to eliminate paper and to automate payables processing. Your technology group will also be relieved to know that you can bring on thousands of suppliers, without having to support thousands of new users. With iPayables high-level automation, we take care of enlisting and supporting your suppliers, so that you don’t have to.

In many cases, suppliers will seek out opportunities that ease customer communications. However, a technical solution for electronic invoicing involving consultants is often too costly to implement. With e-invoicing, the process becomes simplified—without the cost.

Suppliers can enter invoices directly over the internet or can setup automated processing.

Many suppliers would do almost anything for their customers, but a technical solution for electronic invoicing (e-invoicing) involving consultants is often too costly to implement. With the Online Entry feature, the supplier simply enters the invoice information and clicks send. Although only simple internet access is required, with no software to install, InvoiceWorks® still provides software-quality functionality. Some of these functions include: adding infinite lines, creating a new invoice from an existing invoice, customer-specific validations (including combo edits), robust dispute resolution, attachments, full audit history, and more.

This quality performance is possible through our online invoice software, or cloud invoice software. Rather than needing to be installed, InvoiceWorks® is accessible online, making things easier for you and for your business associates. Plus, iPayables’ accounting invoice software comes at no additional cost to you or your suppliers.

Variety of supplier submission options

With InvoiceWorks®, suppliers are given many different options of how they want to submit their invoices. File upload and online entry allow these electronic invoices to be automatically submitted to the cloud, where they become available for review by both customer and supplier. Paper invoices are also still an option, without eliminating the use of electronic invoicing.

File Upload/FTP

File Upload is the preferred submission option for suppliers submitting larger volumes of invoices, as it is the most user-friendly way to submit validated electronic invoice files. With file uploading, a supplier can select an electronic invoice file from their computer or network for upload into InvoiceWorks®.  Acceptable formats are determined based on user. Uploaded invoice files are checked for format, and then each individual invoice is checked against the customer validations and edits (the same as online entry). Problem e-invoices can be corrected online, rather than having to resubmit the entire electronic invoice file. Automated FTP (with encryption available) provides all the benefits of File Upload, along with automated scheduling and status response capabilities.

Online Entry

With the Online Entry feature, the supplier simply enters the invoice information and clicks send. Although only simple internet access is required, with no software to install, InvoiceWorks® still provides software-quality functionality. Some of these functions include:

  • Adding infinite lines
  • Creating a new invoice from an existing invoice
  • Customer-specific validations (including combo edits)
  • Robust dispute resolution
  • Attachments
  • Full audit history
  • And more!

Paper Invoices

If a supplier doesn’t want to hop on board with e-invoicing solutions just yet, they can still send their paper invoices to iPayables. Our team scans and digitizes their paper invoice, formatting it into an electronic invoice. This invoice is then sent to the same cloud where file upload and online entry invoices go automatically. Once the paper invoice has been digitized, it is fully viewable and accessible to you through the supplier portal.

These flexible options allow for any and all invoices to become electronic, and therefore easily accessible to you via the supplier portal. With e-invoicing solutions, every last one of these features are provided to our customers’ suppliers at no additional cost.

Suppliers can search, view and check e-invoice status at their convenience.

One of the largest advantages of iPayables for a supplier is the ability to see the status of their invoice throughout the entire electronic invoicing process. This means they are able to check the status from matching and approval to payment date and reference number (check number, Card, or ACH). This prevents routine phone calls to the buyer and/or the accounts payable department. Plus, a recent survey found that issue and dispute notifications have helped 74.6% of suppliers resolve issues faster.

  • Invoices processed faster, with no mistakes
  • All necessary parties, including suppliers, can check invoice status
  • Payments made on time and even early
  • No additional cost for suppliers

Hassle-free solution to solve disputes online.

With our Invoice Status and Issue Resolution functions, suppliers can discover issues and disputes the moment they are raised. This helps avoid the unfortunate and inconvenient event of finding out weeks later, when they fail to receive a payment. With Issue Resolution, communication is created between the supplier and the individual who initiated the issue (denying or changing price or quantity at invoice or line level).

There are two types of issues that can be raised. The first kind is a dispute, which stops processing of the e-invoice until resolved. The second kind of issue gives a notification to the individual that there is something that requires their attention, while leaving the invoice itself undisputed. Every single issue and part of the conversation is permanently recorded in the invoice history, that you or the supplier can review at any time. This takes your accounts payable department out of the role of mediator, which makes e-invoicing solutions from iPayables a game changer.

With e-invoicing solutions, problem e-invoices can be corrected online rather than having to resubmit the entire electronic invoice file, making File Upload the most user-friendly way to submit validated, electronic invoice files. For the largest suppliers, Automated FTP (with encryption available) provides all the benefits of File Upload along with automated scheduling and status response capabilities. As with all of InvoiceWorks®, File Upload and Automated FTP require no additional software and are provided to our customers’ suppliers at no cost.

FAQs

Why Switch to E-Invoicing?

For among other things, better accounts payable efficiency and easier cash flow management. There are numerous other reasons to switch to electronic invoicing with iPayables, contact one of our implementation specialists and find out more.

What does it cost?
By switching to electronic invoicing with iPayables, invoicing costs are greatly reduced to around only $1- 3 per invoice. For an exact price quote based on your organizational needs, please contact us today.

Would you be willing to provide us with a cost analysis?
Yes. Please fill out our request form for more information and we will respond to your request promptly.

How much will I save by switching to iPayables?
Probably a bunch! A recent study suggested that most organizations pay anywhere from $3 – 13 per invoice for traditional paper invoicing. With electronic invoicing with iPayables, your invoicing cost can be reduced to $1- 3 per invoice. With the larger organizations processing tens of thousand of invoices per month, the potential savings per year can sometime be hundreds of thousands of dollars!

What does it cost my suppliers?
Nothing! Unlike our competitors, iPayables offers free vendor, or supplier, adoption. In fact, we will work with your suppliers to ensure a seamless transition to paperless invoicing with iPayables. With iPayables you also have the opportunity to offer you suppliers dynamic discounts for early payment.

Can I receive invoices through iPayables from all of my suppliers?
For a supplier to participate, submit a request to your company’s iPayables administrator. Or, send the request to us and we will forward it on, [email protected]. Be sure to include your name, phone number and the vendor/supplier company name, contact and phone number, and vendor number (if known).

Do I need to install anything on my computer?
You should not need to install anything on your computer. If you are having technical difficulties using iPayables, contact your technical support group or call us at the number at the top of the screen.

Can suppliers see the changes I make to their invoices?
Suppliers can only see changes that affect their payment. If you change the price or quantity, or deny the invoice, they are going to be notified and can see those changes online.

Can suppliers tell if their invoice is on my work list?
Suppliers can’t see your name specifically, but they can see that the invoice is awaiting approval. However, your company’s iPayables administrator can see your name specifically and can accrue unapproved expenses to your department.