Using concrete examples, we will show you how our virtual enterprise has digitised business processes. We start with the invoice approval process , for which we have a separate module.
When we introduced the invoice approval process, we solved the problem of determining who should approve an invoice when each invoice is the responsibility of someone else. As a result, we found an elegant solution with the added bonus of getting an overview of not only the invoices, but also the specific projects. How did we arrive at this?
- First, we established a simple project register. Each project has a number, a manager and a limit for approval by a specific manager (for us it varies by project). Since we already had the projects recorded in the accounting system, we set up a synchronization with SmartFP and therefore we do not overwrite anything in SmartFP. The accountant enters the project number in accounting and it automatically pops up in our project menu in SmartFP. No writing in two places.
- Invoices are now coming to us exclusively by email. The data from the invoice is automatically entered into the fields in SmartFP via QR code, ISDOC (electronic invoice information) and the invoice itself is inserted into an attachment. No rekeying of data from the invoice into the system, everything happens “by itself”.
- If the supplier lists the project correctly on the invoice, the automated process still continues and the first human intervention is only required from the manager who approves the invoice. If this information is missing on the invoice, our assistant steps in to complete the project.
- The manager either approves the invoice himself or brings in someone else to comment on the invoice. In our company, we have set up that if it is a larger amount of money, the company director also approves the invoice.
- Once the invoice is reconciled, everything is automatically transferred to the accountant directly in the accounting system. No rewriting again!
If an invoice is marked as paid in the accounting system, this information is automatically entered into SmartFP. The project manager can still see the current status. No more calls to the accounting department asking if the invoice has been paid.
And what’s more? We’ve already implemented AI to read invoices that we haven’t yet recognized via QR or ISDOC. So far, it seems to be doing pretty well. 😉