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AP Inbox: Transforming your AP Processing

AP departments need a better way of processing incoming requests and documents from suppliers. Incoming supplier emails must be understood and appropriately processed – a seemingly simple but in fact complex task. In most organizations that task is too labor-intensive, too time-consuming, too error-prone, and too expensive, and it can be frustrating for suppliers. An AP Inbox solution automates the processing of incoming supplier emails and radically improves financial management and supplier communications.

Benefits of an AP Inbox

An effective AP Inbox automation is an intelligent automation solution that leverages AI, business rule automation and ERP integration to:

  • Eliminate manual effort
  • Streamline AP workflows
  • Reduce exception management
  • Cut time from AP processing
  • Prevent fraud
  • Increase transparency
  • Improve supplier communications

Most organizations don’t yet have good AP Inbox automation and are missing out on these benefits. So, what do you need to automate your AP Inbox and reap the rewards?

Required Capabilities of an AP Inbox

Simply put, the challenge is to automate the tasks that currently require human intervention when a supplier email arrives. These include: understanding the supplier email; deciding what next step is required; triaging the request to engage the right team; submitting invoices for approval and ERP processing; checking against ERP or other systems to understand status; driving the right workflow; and responding to the supplier with an appropriate message.

Outlined below are the capabilities that experience tells us an intelligent AP Inbox requires. Let us know what you think or contact us to explore further.

Advanced Email Routing and Prioritization

  • Intelligent routing to appropriate work queues based on multiple business rules and NLP analysis.
  • Business rules need to configurable based on keywords, sender email address, subject lines, urgency, and other criteria.
  • Prioritization of emails should be feasible based on urgency and importance so that critical emails are addressed promptly.

NLP-Powered Content Analysis

  • Exploit Natural Language Processing to analyze email content and understand intent, sentiment, urgency, and other relevant factors.
  • Filter and sort emails according to customizable rules based on keywords, sender email addresses, subject lines, and other criteria.

Automated ERP and AP System Integration

  • Identify and process multiple document types (Invoices, Purchase Orders, etc.), including data extraction and entry.
  • Integrate to ERPs and AP systems to support duplicate invoice and special handling checks, and create automated responses to submitters.
  • Integrate with ERPs to check for duplicate invoices by comparing multiple data elements such as invoice number, date, amount, vendor, description, and facility.

Automated Communications and Error Handling

  • Automate responses for status updates, errors, and specific instructions (e.g., submission guidelines, address changes).
  • Handle illegible invoices, password-protected attachments, and emails without proper attachments or with links.

Invoice and AI-driven Document Automation

  • Split invoices/documents while preserving the original email context.
  • Leverage AI to improve document processing accuracy over time by learning from any required manual intervention.

Seamless Attachment and File Handling

  • Handle email attachments without constraint on file size.
  • Convert document types if necessary and process multiple attachments in a single email.
  • Copy emails with multiple attachments and ensure each attachment is processed individually.

Vendor and Supplier Site Verification

  • Automate verification and creation of supplier sites in ERPs or AP systems.
  • Route emails to specific teams for site changes or additions, and systemic checks for vendor additions and processing.

Collaboration and Exception Handling with SLAs and Visibility

  • Support collaboration and tracking of exceptions with Service Level Agreements (SLAs) to ensure timely resolution.
  • Provide visibility into email processing stages to ensure no emails are missed and that all actions are completed within required timeframes.

Machine Learning and Generative AI for Auto-Routing

  • Utilize Machine Learning algorithms to improve the accuracy and efficiency of email routing over time.
  • Implement Generative AI to predict and automate routing decisions based on historical data and patterns, continuously enhancing system performance.

Ready to Kickstart your AP Processing Journey?

AP Inbox automation will radically improve AP processing and supplier communications. If your AP processes are too labor-intensive, time-consuming, error-prone, and expensive, and if your supplier communications need to improve, let’s talk.

Contact us to arrange a discussion, Book a Demo, or start a Live Chat now.

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AP Inbox for Ondox uses AI to read the content of emails and to understand email attachments. The solution can understand an email requesting an update on invoice payment status, extract the Invoice Number, query the ERP, and reply automatically to the supplier with an email update on payment status. Similarly, the solution can recognise an attachment as an invoice, check against the AP or ERP system for duplicates and, if no duplicates are found, submit the invoice for approval and payment processing.

Yes, AP Inbox for Ondox isn’t restricted to working only on incoming emails. If you receive invoices in paper form, simply scan those invoices into the AP Inbox for Ondox. The solution can then understand the invoice content, decide what next step is required, triage the invoice to engage the right team, check against ERP or other systems to understand status, submit the invoice for approval and ERP processing, drive workflow, and respond to the supplier with an appropriate message.


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