Thursday, 26 May 2016

5 Important facts about Invoice processing Services

Invoice processing services have a huge role to play in the proper and smooth functioning of any business. The importance of these services can be gauged from the fact that in any organization the number of invoices that have to be kept track of literally runs into hundreds and even more for large companies. Thus many man hours have to be allotted for the processing of invoices which are generated when there is a claim on the business for products, supplies or services provided by a vendor.

Invoice Processing Services
A lot of caution has to be exercised to ensure that the claim made is correct in all respects and the demand that is drawn on the company has been authorized by competent authorities. All these can be avoided if you simply decide to outsource this activity to agencies that have a lot of professional expertise and experience in this field. Not only will there be a savings in time allowing you and your executives to focus on core activities, there will also be no need to invest in hardware or software to carry out this process in-house. The quantum of investment saved can be better utilized for business expansion and competitive pricing of products.    
   
In the traditional business scenario, invoice processing was done manually, right from the receipt of the invoice through mail, entering it in voluminous ledgers and then having each invoice authenticated by the person who sanctioned this purchase. Finally a track had to be kept of the due date for payment. Any default would result in ruined reputations. All this has been turned on its head by services offering invoice processing.

To know more about it evaluating the 5 important facts about Invoice Processing Services will be in order.

·   One point processing – Outsourced agencies offer a single point processing system. Change the address of the invoices to their address so you are not flooded with incoming invoices every day. There the invoices will be date stamped so that the due date of payment can be set as per the terms given therein. These will then be scanned and sent to you for authentication by the appropriate authorities in your company. Once the invoices are sanctioned for payment, the processing will be taken up. Note that in one stroke, there is a huge reduction a man hours that would otherwise have been required for invoice processing.

·   Constant tracking and monitoring of invoices – Services offered by agencies include constant tracking and monitoring of invoices not only for entering and processing but during its full life cycle. Thus at any point in time you get to know when invoices are falling due and what would be the outflow of funds in this regard. Once you know your total liability, you can make crucial business decisions as the remaining funds position will be very clear to you. Further, the reports given will also include details of the person who sanctioned the invoice. Thus the possibility of fraudulent transactions is lessened to a great extent. 

·   Use of latest and sophisticated software - Invoice Processing Services have the latest software installed in-house to facilitate this activity. This ensures that all invoices are quickly and accurately processed. All fields like date, vendor ID, special instructions, due dates and amounts are captured with advanced recognition tools and transferred to the system. This totally eliminates the possibility of any human error. It also makes sure that there is no controversy or litigation over payment issues at a later stage. You get the benefit having the most modern and innovative technological tools working for you without having to pay for them!

·    Reports tailor made for you – All businesses have different reporting needs and this is largely industry specific. The manufacturing sector will put more emphasis on accounts payable due to large supplies required from external sources to sustain the production cycle. Hence accounts payable must be very precise and accurate as any laxity will result in leakage of funds. Not so with the trading sector where large payouts is not that crucial. To meet specific needs, agencies processing invoices offer reports that are customized to individual requirements. You just have to inform them of the specific fields that you want to be incorporated in the accounts payable reports for better monitoring of your business and it will be done.

·   Maintaining strict business confidentiality – Funds flow, assets and liabilities, business plans and accounts payable and receivables are all confidential information and usually strict security measures are put in place to protect data both in electronic and paper form. This security consciousness is matched by these agencies so you can be sure that all your business operational figures are fully protected. All scanned invoices are received and sent through highly secured systems. The processed data is updated in your system by accessing it on fully encrypted lines.

Now that you are aware of the workings of invoice processing agencies, why not opt for them for quick business growth and development.

If you are looking for reputed Invoice Processing Services with a great degree of professional expertise and experience in this field, Cogneesol should be your first choice. For details on what we have to offer, visit www.cogneesol.com.

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