Imaging at iPayables

Supplier Adoption not shrunk scaled

iPayables understands that not all of your vendors will be willing to change their current process just because you adopted a highly proficient accounts payable automation initiative. While submitting invoices electronically through the vendor portal would save those suppliers time and money, as well as give them insights into invoice status and useful reporting, our multi-capture solution offers a unique imaging process that allows them to keep their process unchanged.

Supplier Onboarding

Part of our solution includes getting your AP department paperless on day one, and thus onboarding all suppliers immediately. We start with changing your billing address to our offices in Provo, Utah, where our imaging and vendor adoption teams are located. This way, suppliers can still submit their paper invoices. For suppliers accustomed to sending invoices via e-mail, we will have you set up forwarding from your accounts payable e-mail address, or we will set up a new e-mail address directed to our imaging team.

Double-Blind Keying

When our imaging team receives these invoices, they scan and attach the original invoice before moving it through a specially designed invoicing process. The advanced software includes components of AI, machine learning, auto-coding, and human oversight. iPayables’ human oversight is done through double-blind keying, and is truly unique given the tools we provide to our team. This process involves the capturing of data fields, which are transposed from the PDF or paper invoice to an 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.

How it Works

The double-blind keying process involves two people who each key in the data fields according to your set rules and guidelines. As a control, those two “keys” have to match up perfectly to each other. If there is an error, that invoice gets put into a “match pending” stage, where a supervisor will identify the appropriate key before the invoice flows into InvoiceWorks® and your ERP. Additionally, you have the opportunity to update rules and guidelines, if necessary. Thanks to the depth of the software we built for our imaging team to aid this process, including advanced AI and machine learning, it is rare that the two persons’ “keying” doesn’t match.

A Superior Process

iPayables’ imaging process is better for your team than traditional OCR with artificial intelligence, because we will not pass error-ridden invoices into our platform or your ERP. An unfortunate reality about OCR, even with AI, is the amount of manual effort needed by AP to fix match exceptions (40-60% of invoices) that pass through undetected. Through the use of human oversight, combined with specifically built AI and machine learning software, we eliminate the manual processes that would remain with an OCR solution.

Paperless from Day One

Our multi-capture imaging process gets your AP department paperless on day one, and all suppliers immediately onboarded. Our vendor adoption team starts working immediately with your suppliers to direct future invoices to the correct location. This means faster implementation, and no stalling of your AP department just because you’ve decided to automate. Thanks to iPayables’ unique and innovative imaging software, automating your AP department and completely eliminating paper is easier than ever.

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