Hyperautomated Accounts Payable

Reduce manual processes and get compliance monitoring and workflows, invoice approval limits, fraud control and supplier management

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Hyperautomation

Our leading technology includes hyperautomation that includes OCR scanning, Artificial Intelligence and our unique Human-In-The-Loop service

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Multiple delivery options

ProSpend supports all invoice delivery options. Supplier PDF, eInvoice and i-Invoice. Regardless of how your suppliers send invoices we can automate the process

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Payment protection

Protect your business from fraud and payment mistakes with our automated and intelligent fraud control and screening of every invoice.

AP AUTOMATION

Intelligent accounts payable

Hyperautomation powers our invoice automation module. We combine this technology with leading edge Robotic Process Automation (RPA) to deliver the best AP Automation available

 

Invoice delivery options

Invoice Delivery Options

Send invoices to secure vault

  • Emailed PDF
  • eInvoice
  • i-Invoice

Invoice data is digitised and supplier payment requests automatically created - eliminating all manual entry

Flexible invoice vault options

  • Central
  • By department or cost centre
  • By location or entity

Configurable workflows for each option

Auto coding & verification

Auto coding and verification

Auto coding & verification

With Robotic Process Automation invoices are:

  • Supplier-matched
  • Automatically coded
  • PO-matched
  • Due date calculated
  • Approval rules applied
  • Supplier average alerts

Duplicate invoice check

Duplicate invoice check

Duplicate invoice check

Duplicate invoice checking is done and validated against a checklist of configured rules, reducing errors.

Quick split allocations

Quick split allocations

Quick split allocations

Easily split invoice amounts across multi-entities, cost centres, tracking and general ledger codes or launch a supplier-specific saved split. 

Invoice lines can be split across all dimensions or launch a supplier-specific saved split. 

Global options

Global Options

Pay overseas suppliers

Overseas supplier invoices are automatically coded to the local currency and conversion rate is applied.

Configurable approvals

Configurable approvals

Coded invoices sent to approvers

Approvers receive fully coded invoices and can approve on the go. 

Design multiple workflows based on multi dimensions like country level, division, cost centre, supplier, multi-step limits and more.

Workflows are limitless and flexible so they can be changed as your organisation’s business rules change.

Invoice Delivery Options

Send invoices to secure vault

  • Emailed PDF
  • eInvoice
  • i-Invoice

Invoice data is digitised and supplier payment requests automatically created - eliminating all manual entry

Flexible invoice vault options

  • Central
  • By department or cost centre
  • By location or entity

Configurable workflows for each option

Auto coding and verification

Auto coding & verification

With Robotic Process Automation invoices are:

  • Supplier-matched
  • Automatically coded
  • PO-matched
  • Due date calculated
  • Approval rules applied
  • Supplier average alerts
Duplicate invoice check

Duplicate invoice check

Duplicate invoice checking is done and validated against a checklist of configured rules, reducing errors.

Quick split allocations

Quick split allocations

Easily split invoice amounts across multi-entities, cost centres, tracking and general ledger codes or launch a supplier-specific saved split. 

Invoice lines can be split across all dimensions or launch a supplier-specific saved split. 

Global Options

Pay overseas suppliers

Overseas supplier invoices are automatically coded to the local currency and conversion rate is applied.

Configurable approvals

Coded invoices sent to approvers

Approvers receive fully coded invoices and can approve on the go. 

Design multiple workflows based on multi dimensions like country level, division, cost centre, supplier, multi-step limits and more.

Workflows are limitless and flexible so they can be changed as your organisation’s business rules change.

INNOVATIVE

Hyperautomation for accounts payable 

ProSpend (formerly expensemanager) invests in leading technology to power our platform, that includes:

  • OCR: Optical Character Recognition
  • AI: Artificial Intelligence
  • ML: Machine Learning
  • HITL: Human-In-The-Loop
  • RPA: Robotic Process Automation

This hyperautomation approach delivers a more connected and powerful automation platform.

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ProSpend Invoice payment protection
FRAUD CONTROL

Invoice payment protection

ProSpend uses OCR and AI technology to scan every invoice and the data extracted initiates a rigorous multi-check process.   

Errors and anomalies are identified immediately giving your business protection from fraud and payment mistakes.

CASE STUDY

Friends School

Mia Barwick, Accountant at the Friends School, talks about the improvements in their business processes since using expensemanager (now ProSpend), and the successful integration with MYOB Advanced.

Friends School
SUPPLIER MANAGEMENT

Integrated supplier management

Get control over your suppliers using our  integrated supplier database with configurable features to manage invoice delivery and business rules.

Integrated supplier database

Integrated supplier database

Integrated supplier database

Our invoice automation module includes an integrated supplier database. 

The supplier database can be maintained easily either on a one off update, import of a supplier csv upload file or synchronisation with a range of ERPs.

Unknown supplier workflow

Unknown supplier workflow

Unknown supplier workflow

On receipt of an invoice, if a supplier is not found, their supplier payment is paused until the new supplier onboarding process has been completed. 

Supplier maintenance

supplier maintenance

Supplier maintenance

Full control by AP for supplier maintenance and suppliers are highly configurable.

  • Invoice delivery method
  • Auto coding - cost centre and g/l code
  • Data extraction options
  • Payment terms 
  • Approval workflow
  • Currency
  • PO Matching

Trading term calculation

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Trading term calculation

Only pay suppliers on your terms. ProSpend can override the due date on the received invoice and use the company nominated supplier payment terms.

Integrated supplier database

Integrated supplier database

Our invoice automation module includes an integrated supplier database. 

The supplier database can be maintained easily either on a one off update, import of a supplier csv upload file or synchronisation with a range of ERPs.

Unknown supplier workflow

Unknown supplier workflow

On receipt of an invoice, if a supplier is not found, their supplier payment is paused until the new supplier onboarding process has been completed. 

supplier maintenance

Supplier maintenance

Full control by AP for supplier maintenance and suppliers are highly configurable.

  • Invoice delivery method
  • Auto coding - cost centre and g/l code
  • Data extraction options
  • Payment terms 
  • Approval workflow
  • Currency
  • PO Matching
Trading term calculation 2

Trading term calculation

Only pay suppliers on your terms. ProSpend can override the due date on the received invoice and use the company nominated supplier payment terms.

UNIQUE SERVICE

Human-In-The-Loop (HITL)

ProSpend has been a market leader in delivering an uncompromising invoice extraction service with HITL.

Human-In-The-Loop machine learning can be thought of as attended machine learning and it allows us to guarantee that all the data you require is accurately captured during the scanning process. 

Without the Human-In-The-Loop model every time an exception is received it will require manual data entry into the finance system, and because the machine is not trained, low accuracy rates will continue.

ProSpend delivers a system that achieves the perfect harmony between the work of machines and that of people; the more you use it, the smarter it gets.

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POWERFUL FEATURES

Match and Pay

When an invoice is received, the PO is smart-matched. No more guesswork about who needs to see the invoice as automatic routes can be configured.

Smart Matching

Smart matching

Smart Matching

Matches the price information on the invoice to the price information on the purchase order. Adopts the coding of the PO to the Supplier Payment Request and provides a side-by-side view to analyse the variance between the purchase order and the invoice.

Copies the quantity information from the purchase order to the invoice for quantity validation and keeps track of any back orders if quantities do not match

Approval Management

Approval Management

Manage Approvals

Different workflows can be configured if a PO matches with an invoice.

Set up rules based on:

  • PO/invoice limits
  • Auto route to the purchase order creator for goods acknowledgement
  • Auto route to a pre-configured approval workflow.

Goods Received Acknowledgement (GRA)

Goods Received Acknowledgement Graph GRA

Goods Received Acknowledgement (GRA)

Automated GRA workflow routes invoices to purchase order creator for acknowledgement of receipt of goods or services

Smart matching

Smart Matching

Matches the price information on the invoice to the price information on the purchase order. Adopts the coding of the PO to the Supplier Payment Request and provides a side-by-side view to analyse the variance between the purchase order and the invoice.

Copies the quantity information from the purchase order to the invoice for quantity validation and keeps track of any back orders if quantities do not match

Approval Management

Manage Approvals

Different workflows can be configured if a PO matches with an invoice.

Set up rules based on:

  • PO/invoice limits
  • Auto route to the purchase order creator for goods acknowledgement
  • Auto route to a pre-configured approval workflow.
Goods Received Acknowledgement Graph GRA

Goods Received Acknowledgement (GRA)

Automated GRA workflow routes invoices to purchase order creator for acknowledgement of receipt of goods or services

Auto Approval
MOBILE BUSINESS TOOLS

Approve invoices on the go

Approvers are busy people and to keep the process flowing ProSpend gives managers the ability to see and approve invoices quickly and easily from anywhere, on any device.

Email alerts are configurable so your Approvers don't miss an invoice.

The ProSpend App is available for all iOS and Android enabled phones or tablets on the Apple App Store and Google Play Store.

 

FAQ

Need clarification?

What does ProSpend invoice scanning do?

Can the system match purchase order to an invoice?

Does the system recognize duplicate invoices?

Can you attach multiple documents to an invoice

Is ProSpend mobile or tablet friendly?

Do you offer support for users?

One platform for all your business spend

Easily manage your spend, expenses, invoices, purchase orders and budgets all in one powerful solution.