Invoice processing
Turn each incoming invoice into a coded, approved ledger line with its document attached, or into a held exception with a stated reason.
Tools
NetSuite, Bill.com, Tipalti, Coupa, SAP Ariba
Outcomes
Every invoice coded or held same day • No invoice paid without an approval trail • Duplicate submissions blocked at intake • Due dates met without a manual chase
Documentation
Instruction-ready detail below
Invoices arrive as email attachments, scanned pages, and photographs taken at the counter, and they get keyed by hand because nobody trusts the extraction enough to post straight from it. The coding, the cost center, and the approval are what get skipped, so the invoice either sits unpaid past its due date or gets paid twice. This workflow moves each invoice along one path. The document is read for the vendor, the number, the date, and the tax line, then matched against the open purchase order and the goods receipt where one exists. Anything that does not match with confidence is held in an exception queue with the specific reason attached, rather than posted and corrected weeks later. Coding is proposed from the vendor's history and the receiving department, and a duplicate check runs against what is already booked so a re-sent document does not become a second payment. Due dates are tracked from submission, so an invoice stuck with an approver is visible on its own. A person still rules on the exceptions and sets the payment terms.