Reading is solved
A clean PDF, a scanned docket, a photo of a creased delivery note taken on a dashboard: all of them come back as fields and line items now. If a vendor's demo is a PDF turning into a table, you have seen the easy half.
Checking is the job
An accounts person does four things with a supplier invoice before it is posted, and a capture tool should do the same four:
- Match it to the order. Every line against the purchase order: item, quantity, price. Line 9 asks for two more than the PO allows, so line 9 is flagged.
- Do the arithmetic. Lines add to the subtotal, GST is a tenth of it, the total matches. Invoices that do not add up are more common than anyone admits.
- Check the supplier. The ABN is valid and belongs to the supplier on the order. Bank details on the invoice match the ones on file.
- Decide. Clean invoices go through. Anything doubtful waits for a person, with the doubt highlighted, not buried in a queue of green ticks.
The documents, not just invoices
Purchase orders from customers in any layout, delivery dockets photographed at the dock, remittance advices that say which invoices a payment covers. Each has its own checks. BE Capture ships with these four and lets you define your own document type and the checks it needs.
How it arrives and where it goes
Documents come in by API from your systems, by email to an inbox, or as a photo from a phone. Checked data goes on to your ERP; for SAP Business One customers it posts to Business One with BE One AI available to ask about it afterwards.
Questions to ask a vendor
- Does it match lines to my purchase orders, or only read the invoice?
- What does it do with a document it is not sure about?
- Is the price per document, per user or per month, and what counts as a document?
- Where does the data go afterwards, and who can see it?
BE Capture is priced per document. Tell us which documents you handle and roughly how many a month and we will set it up for them and quote. Talk to us, or read what BE Capture does.