Invoice and Payables Software

Invoice & Payables Solution

Close the Loop

 

Shake hands with accounting. Electronic invoicing guards unwarranted spend while mapping neatly to contracts and purchase orders.

 

 

Why Ivalua for Invoicing?

 

  • Capture invoices electronically.
  • Reconcile against orders, receipts and payment vouchers.
  • Leverage rapid reconciliation for early-payment discounting.
  • Manage and track expense reporting and travel approvals.
  • Book accruals for goods and services not fully received or yet invoiced.

 

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Ivalua Invoicing Modules

Invoices & Payments

Capture invoices electronically, reconcile against orders and receipts and issue vouchers for payment.

KEY FEATURES

  • Pre-initialize invoices based on any data set or status.
  • Import scanned invoices and data extracted from invoices.
  • Configure invoice approval workflow with price and quantity exceptions.
  • Integrate with accounting tools for bookkeeping entry and provisioning.
  • Generate accounting entries for different ledgers (purchase ledger, operations, journal entries) and export to your accounting system.
  • Manage multiple ways of accounting for taxes (deductible, non-deductible, pro-rata, self-assessed).

HOW DOES IT DELIVER VALUE?

Manual entry of invoices is vastly reduced by using Orders to capture invoices electronically. Alerts guide suppliers to submit compliant invoices and buyers to fix orders so AP gets clean invoices to manage. Supplier do not need to call about their payments, they see status updates and schedules for payments.

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Invoice Data Capture

Supplier invoice submission and loading, auto OCR, create and validate data from PDF invoices; use supplier self-service and self-learning for invoice data completion.

KEY FEATURES

  • Invoice loading by suppliers, automatic OCR and invoice creation and validation, buyer and supplier workflow and Ivalua Suite integration in HTML UI.
  • Notifies Suppliers via email to validate specific fields and provide missing information; uses self-learning system to automatically enhance future data validation and completion.
  • Suppliers or buyer can review PDF scan side-by-side with auto-created Invoice.

HOW DOES IT DELIVER VALUE?

Efficiently manage Tail Spend by capturing 50-60% of invoice volume that is submitted via PDF files and images and using supplier collaboration to submit, complete and process invoices and gain compliance.

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Accruals

Book accruals for goods and services not fully received or invoiced.

KEY FEATURES

  • Generate accruals and prepaid expenses.
  • Report on accruals for invoices without receipts (and vice versa).
  • Calculate end-of-period accrual amounts with detailed backup.

HOW DOES IT DELIVER VALUE?

Close the accounting period with backup for accruals that accounts for all the detail in Ivalua. Manage accrual transactions through debit and credit transactions.

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Expenses

Track approvals for travel and manage expense reporting.

KEY FEATURES

  • Comply with company expense reporting policies (per diem or itemized expenses, with or without a company-defined cap) with tracking of cumulative expenses by period.
  • Import invoices from multiple agencies or service providers.
  • Leverage built-in integration with the Ivalua Invoices module.
  • Create expense reports and / or purchase orders based on the letter of assignment.
  • Generate bookkeeping entries and sales tax management through integration with accounting tools.

HOW DOES IT DELIVER VALUE?

Authorize — or stop — expenses before they happen. Automate the capture and routing of expense reports, saving precious time. Ensure better compliance with online forms and guidelines for individual users.

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Early Payments

Leverage quickly reconciled invoices for early-payment discounting.

KEY FEATURES

  • Present options for early payment discounting to suppliers with reconciled invoices.
  • Manage maximum cash available per day for early payments.
  • Allow suppliers to create default early payment plans.

HOW DOES IT DELIVER VALUE?

Leverage cash position to offer relief to suppliers with cash-flow problems. Gain discounts even after the early payment terms negotiated.

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