Digital invoicing

Manual processing of purchase invoices is a time-consuming and error-prone process in which it is easy to lose oversight.

The solution is simple with the Spend Cloud’s digital invoice processing, which enables you to automate this labour-intensive process and gain insight, oversight and control of your invoice processing.

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The advantages of digital invoice processing

  • Never lose your invoices again

Digitisation of invoice processing means you never have to spend time finding an invoice that needs to be approved. The Spend Cloud captures every step, so the audit trail is also fully trackable.

  • You minimise the number of manual actions required

By automating the approval process, you minimise the number of manual actions required and you maximise oversight.

  • The lead time is shortened considerably

Invoices automatically go to the appropriate budget holder who can simply approve invoices with a single click via app or desktop, and who also receives a reminder if approval does not take place in good time.

  • Integration with virtually all financial packages

Thanks to integration with over 50 ERP systems, invoices can be processed directly after approval.

More information

3-way matching, integration with over 50 ERP systems and far more, view all features of our digital invoice processing module in the fact sheet.

Download the factsheet

Invoice Processing, how does it work?

1. Receipt

Automation and digitisation starts with receipt of the invoices. Paper invoices can be scanned, digital (PDF) and electronic invoices (UBL, XML, PEPPOL) can be processed immediately. This way, you will never lose incoming invoices again because they are now registered in the system.

2. Recognition/Coding

The Spend Cloud recognises and codes the invoices automatically, it is therefore no longer necessary to do this manually and it greatly reduces the likelihood of errors.

3. Workflow

After the invoice has been checked, it automatically goes to the appropriate budget holder by means of the predetermined workflow. This is where the strength of the Spend Cloud comes into its own, because the software is designed in such a way that it needs to be used as little as possible. Thanks to the different options, automatic invoice processing can easily be customised to align it perfectly with the way in which invoices are processed in your company.

4. Approval

Digital invoice processing also makes approval of invoices simple and clear. All those involved can see who needs to approve the invoice, and the budget holder receives a reminder if approval does not take place in good time.

Combining the Invoicing module with the Procurement and Contract Management modules enables approval at the time of procurement, so after step 2 the invoice goes through to payment (step 5) automatically.

 

5. Payment

After final approval, the invoice is ready for payment in the financial package. It is important that information exchange between systems takes place one-on-one for accurate processing. ProActive can therefore be integrated with a large number of financial packages as standard.

More information about digital invoice processing?

3-way matching, integration with over 50 ERP systems and far more, view all features of our digital invoice processing module in the fact sheet.
Download the factsheet

One Spend Cloud, 5 modules

Invoice processing
Procurement
Contract Management
Cash & Card
Expense Claims software
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Procurement

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Invoice Processing

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Contract Management

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Cash & Card

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Expense Claims

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Spend Cloud

The Spend Cloud is a complete solution containing five different functionalities to control all business expenses. You decide which functionalities suit your organisation, at what time.

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Procurement

The Procurement module streamlines the procurement process and offers control over employees’ ordering habits. Combining the Procurement module with the Invoicing and Contract Management modules gives you control over the whole Purchase-to-Pay process within a single Spend Cloud.

Read more about Procurement
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Invoice Processing

The Spend Cloud’s digital invoicing gives your organisation insight, oversight and control over this time-consuming process. Combining the Invoicing module with the Procurement and Contract Management modules gives you control over the whole Purchase-to-Pay process within a single Spend Cloud.

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Contract Management

The Contract Management module is part of the Spend Cloud. This module makes management of contracts simple and transparent and prevents undesirable contract extensions. Combining it with the Procurement and Invoicing modules ensures the whole Purchase-to-Pay process can be managed within a single Spend Cloud.

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Cash & Card

With the Cash & Card module, employees receive payment cards for their business expenses. These cards can be fully controlled by the organisation itself. This offers convenience for employees, and control and oversight for the organisation. Combining the Cash & Card module with other modules enables management of all expenditure streams within a single Spend Cloud.

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Expense Claims

The Expense Claim module makes claiming expenses a clear and streamlined process. Combining the Expanse Claim module with other modules in a single Spend Cloud enables central management of all expenditure streams.

Read more about Expense Claims

Download the factsheet

More information about digital invoice processing?

3-way matching, integration with over 50 ERP systems and far more, view all features of our digital invoice processing module in the fact sheet.

Download factsheet

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