Paperless Invoice Routing

Identifying invoices where you have been over billed compared to a purchase order is important to your bottom line. But how do you handle this problem invoice's routing? Paperless Invoice Routing is easy in ComputerEase with Electronic Document Processing.

Most contractors' offices do not have a method for entering this type of problem into an electronic system. Rather, the paper copy is routed to a project manager for review and/or approval. But what project manager has time to immediately review invoices line by line to discover the discrepancy? What happens? The invoice sits on a project manager's desk with a pile of other items that need attention.

Weeks later, the vendor who sent the problem invoice calls accounts payable inquiring about the status of payment. The clerk informs the vendor that the amounts on the invoice don't match the purchase order and it is under review. Then what?

The accounts payable clerk tracks down the invoice. Is it buried on a project manager's desk? Which project manager's desk? Can anyone even find the elusive piece of paper? And if so, has the project manager even reviewed it?

Time and money is wasted searching for the invoice, tracking down the project manager, calling the vendor with the issues, updating the project manager and then maybe processing it for payment. Obviously, this is a highly inefficient system for processing problem invoices. It may prevent over billing, but how much money does this process cost in man-hours and inefficiency?

ComputerEase provides a tool to manage problem invoices efficiently - Electronic Document Processing.

Situation Resolution with Electronic Documenting

Clerk spots problematic invoice
Clerk scans invoice into AP entry screen, the PO (if issued) is automatically attached and both documents are automatically electronically routed to the project manager, purchasing staff or owner (based on user defined predetermined rules).
Once the invoice has been routed it will be marked as “pending” and cannot be paid until the invoice has been approved by all parties.

Paperless invoice routing ends the paper chase saving you time and money. Problem documents now track through the system quickly and easily. Vendors stay happy and you save time, effort and money.

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Read the eBook - 9 Terrible Mistakes - And How to Fix Them Using Projected Costs By Bob Mattlin CPA, Founder and Owner of ComputerEase

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Project Manager - Jostin Concrete

[Read Transcript]

Well, I've started here at Jostin probably eight years ago, before we had ComputerEase, we did have piles of papers on our desks, you know, a lot of it was manual, as far as the accounting aspects of it I would have to go to our accountants and, you know, go through stacks of invoices and kind of keep track of it on say Excel or something like that. ComputerEase has made a world of difference as far as, you know, speed with which I can get information, just tracking stuff, as far as like send material, equipment, and it's really made my life a lot easier.

Director - Grote Enterprises

[Read Transcript]

Well, it'll uh, cut down on a lot of paper and uh, I think, because of that, it'll cut down on errors. Uh, people not receive it or not getting or ending up in somebody's inbox forever. Uh, I think, you know, it'll be a time saver for the project managers as well as our accounting staff. It will also ensure that we document where those invoices are in the process so uh, we don't end up not paying something because it got lost in the shuffle, which then could create problems with our vendors and such.

President - Common Sense Solutions

[Read Transcript]

A lot of times, uh, we'll get the complaint that invoices are, nobody knows where they are, they originally came into the office, they're sitting on somebody's desk for approval, and that person is gone for a couple of days in the field or wherever else. So by using the document routing and scanning, you can scan that invoice in, it can be routed to the appropriate person, and it can be sent for approval without having to worry about where it actually physically sits.

President - Stenger & Company

[Read Transcript]

Yeah. I would say probably one of the biggest benefits that we see coming out of ComputerEase is the ability for the clients to initiate their pencil copy, i.e., the draft of that progress billing. You know, in the olden days they were called pencil copies because we did them in pencil and we would send that progress billing to the general contractor, and the general contract would send it back to us a month later and mark it out and say, “Nice try, you over billed us, go back and adjust your billings.” And that creates a lot of accounting nightmare when you’ve got to unpost or delete a progress billing and then try to reenter it. What ComputerEase has is they have the ability for us to enter a pencil copy, if you will, post it in the month of January, send it off to the general contractor, if the general contractor then challenges our percent complete on our scheduled values, uh, we have the ability to go back and unpost that invoice, reallocate our percent complete by line items, and ComputerEase will then recalculate our schedule of values and repost that invoice back into the current month. And that is a huge benefit in that A/R module that we have clients using every day.

Accounting Supervisor - Grote Enterprises

[Read Transcript]

That'll be wonderful because right now we have to take the invoice, we either have to copy it, or if, or we have to scan it, and we have to get it to the project manager. Uhm, from how it's been explained to us in the new version coming we'll just be able to scan that uh, e-mail that directly to the project manager. And it'll also keep track of when he's seen it, uh.. if he's approved it. Uh.. when it came back to uh, AP, it's gonna be a huge tool for our, our, our department.

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