Have you turned on automatic invoice reading in your bills tool?

Tools like BILL, Ramp, Dext and the QuickBooks or Xero bills inbox read invoices that vendors email in and fill in the bill for you. You check and approve instead of typing.

How to automate it

How to automate “match invoices to purchase orders and receipts”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

45 min

typically, every day

65%

of the time can be automated

Some setup

to set up

Fix 1 of 2

Software featureBest fix

Let the system do the three-way match with tolerances

Most AP and ERP tools can match invoice, PO and receipt automatically and only show you the ones that are off by more than your tolerance.

Typically saves about 50% of the time2 h to set up

1Make sure receipts (goods received) are recorded in the system, not in email.
2Turn on PO matching in your tool: NetSuite, Microsoft Dynamics 365 Business Central, Coupa, Stampli, Ramp or BILL.
3Set a tolerance, for example 2% or $50, agreed with your controller.
4Work only the exception queue each day.

Tools: NetSuite · Dynamics 365 Business Central · Coupa · Stampli · Ramp · BILL

Fix 2 of 2

Software feature

Turn on automatic invoice capture in your bills tool

Vendors email invoices to one inbox address and the tool reads the vendor, amounts, dates and line items for you. You check and approve instead of typing.

Typically saves about 60% of the time1 h to set up

1Check what you already have: BILL, Ramp Bill Pay, Tipalti, Stampli, Dext, Hubdoc, or the bills inbox built into QuickBooks Online, Xero or NetSuite.
2Set up the dedicated invoice email address and ask vendors to send invoices there.
3Turn on vendor defaults so each vendor's GL code and approver fill in automatically.
4Review the captured fields for the first few weeks and correct them so the tool learns.
5Keep checking totals and bank details on anything new or unusual.

Tools: BILL · Ramp Bill Pay · Tipalti · Stampli · Dext or Hubdoc · QuickBooks Online or Xero bills inbox

Quick wins

Have you tried…

Have you turned on automatic invoice reading in your bills tool?: Tools like BILL, Ramp, Dext and the QuickBooks or Xero bills inbox read invoices that vendors email in and fill in the bill for you. You check and approve instead of typing.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

AP / AR specialist Staff accountant

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