versaAPAI Accounts Payable Auto Invoice Processing & Routing Software

An application to ensure dealing with your invoices is a simplified, standardised and managed process.

Many organisations receive voluminous numbers of invoices either daily, weekly or monthly. When they are received they are all expected to be in a standard format for speedy processing. The problem is that this is the ideal world and we all know that things go wrong in the ideal world.

VersaDev however have developed a solution which standardises and automates the processing of all your incoming invoices received via email and outputs the invoices into PDF file format.

The AP Auto Invoice solution seamlessly logs into a Microsoft Exchange mailbox and processes the received information contained within the email, converts any attachments to PDFs, then combines all the PDFs into one. The outputted invoices can then be moved into a generic folder to be processed by the accounts payable team.

The AP Auto Invoice solution also caters for custom tags within subject fields of emails, which can be used to route the generated PDF output to the relevant document scanning folders as required. To technical, then basically by prompting a designated character or prefix the invoice can be sent to a specific team for processing, therefore reducing the need to redirect and double handle the invoice.

The software can be configured in a myriad of ways to suit your own business requirements and the processing teams that undertake the monthly processing. Our APAI system is fully compatible with all versions of Exchange including Office 365 Exchange 2013.

APAI is an Enterprise solution capable of handling which means it can scale to the size of your business. You don’t however have to be an Enterprise level organisation to take advantage of the features of our product. The system has the ability to process in excess of 30,000 invoices per month per installation.

The solution can also be configured to allow for multiple instances or multiple mailboxes for even higher volumes of invoice processing via its own Broker Tool. The Broker effectively handles load balancing and therefore ensures that the invoices are converted and sent to the correct output areas.

Key Features

  • Automatically converts emails and all their attachments to a single PDF
  • Multiple file formats can be converted for example JPG, GIF, DOC, DOCX and many more
  • Track all incoming accounts payable
  • Reduce the possibility of lost invoices or paying the same invoice twice
  • Processing reports can be generated ad hoc or automatically emailed via subscription showing management the benefits and volumes being handled each month
  • Seamless workflow integration with SAP, Oracle, and other ERP systems
  • Integration with versaSRS Case Management for Processing Team - Communications & Enquiries – get smarter with a fully email enabled system to deal with enquiries and link communications together to centralise, find and deal with problem areas

Hosting Requirements

Minimum hosting requirements are listed below:

  • Microsoft Windows Server 2012
  • Microsoft .Net Framework 4.0
  • Microsoft SQL Server 2012
  • Microsoft Office 2013

Client Requirements

versaAPAI outputs converted invoices to a predefined and configurable directory on the versaAPAI server. Access to these files can be provided as a network share to those requiring access to the converted files. How converted files are accessed is flexible and can be determined by business requirements.

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