We understand that not all of your vendors will be willing to change their current process just because you adopted a game changing AP automation initiative. Even though submitting invoices electronically through the Vendor Portal would save them time and money and give them insights into status and provide useful reporting… we have a solution that allows them keep their current process unchanged.
As a part of our strategy for getting our customers paperless on day one and thus onboarding all suppliers immediately, we start with changing your billing address to our offices in Orem, Utah where our Imaging and Vendor Adoption teams are located. For suppliers accustomed to sending invoices via email, we will have our customers set up forwarding from their AP email address or we will set up a new email address directed to our Imaging Team in Utah.
From there our Imaging Team will get these invoices, scan and attach the original, and with our software dubbed Imaging 3.0 which was specifically designed to optimize this method, they will go through the process of Double Blind Keying. Although “Double Blind Keying” is nothing new, the way that we do it in truly unique given the tools we provide to our team. This process is essentially the capturing of data fields which are transposed from the PDF or paper invoice to what is now our Electronic Invoice. This Electronic Invoice is backed-up by the copy of the original which serves as an attachment to the electronic data in the customer’s portal.
Hence the name, the Double Blind Keying is done by two people where they separately key the data fields. As a control, those two “keys” have to match up perfectly to each other. Because of the software we built for our Imaging Team to aid this process it is rare they the two persons “keying” doesn’t match. But when there is an error, that invoice gets put into a Match Pending stage where a supervisor will fix any problems before the invoice flows into InvoiceWorks and your ERP. This process is superior to OCR in the sense that we will not pass error ridden invoices into your our platform or your ERP. A fact of life about OCR is the manual effort needed by AP to fix those Match Exceptions (40-60% of invoices) that pass through undetected. We use rational and resourceful people combined with specifically built software to essentially eliminate that manual that would remain with an OCR solution.
This process gets our customers paperless on day one and all suppliers immediately on boarded. From there, our Vendor Adoption team starts their work, focusing first on those vendors sending the largest volumes of invoices via paper or email to convert them to sending invoices electronically through the Vendor Portal or Auto-EDI exchanges which we will set up.