E-Invoicing

AccountsFlow allows the automatic capture and upload of ANY Supplier Invoice into ANY Customer POS (Point of Sale) or Inventory System. We work closely with your POS company and use their exact system protocols they specify to integrate the data into their system. In fact, 100’s of POS companies have partnered with us due to the benefits and value their customers have received by adding AccountsFlow E-Invoicing with their system.

We utilize our proprietary technology to decode your Suppliers system-created PDF invoice. It doesn’t matter what system your supplier has, so there is no systems costs for them, no changes required, no need to get their IT department involved. They simply email their PDF version of your invoice to an email address we’ll provide to them. We then map all the fields and convert to an electronic file that will integrate into your POS or Inventory System. Once the initial mapping is completed, the process is a repetitive iteration that is handled error free. No more printing, mailing, or data entry!

When a PDF is generated by an accounting system, in almost all instances it will be a searchable text PDF, with the invoice data items carried directly within the PDF. AccountsFlow takes advantage of this and maps the invoice data direct from the PDF to an E-invoice structure that will automatically populate your POS/Inventory system. As this information is embedded into the PDF invoice, there is no expensive system programming required, we do the mapping for the supplier, line item by line item, utilizing our proprietary technology, which only requires 20 minutes or our initial setup time – free of charge your supplier and no setup charges for you!

By mapping only one of their invoices, you are all set to receive E-invoice from that supplier. All future invoices are now mapped via EDI (electronic data interchange). EDI is the only 100% accurate way of exchanging data and that is how we can achieve a once only and then autopilot mapping. (Other systems attempt to achieve this by OCR, which is Optical Character Recognition. The problem with this is that it is asking the computer to “interpret” text and makes a best guess – which is prone to error and requires continual manual intervention to fix. Worse yet, some systems have you take pictures of your invoices, (which is just OCR under another name) and this picture taking process defeats the purpose of automation as YOU still have to take pictures of your invoices one at a time and fill up your iPhone or other mobile device with pictures and send them off one by one.)

Once the PDF file is mapped, it is converted into a useable system file which we can then populate your POS/Inventory system automatically and completely accurately with the approved integrations provided by your POS supplier. No more data entry!

Yes. We have dealt with thousands of suppliers and in most cases they are already emailing PDF invoices to other customers. This is actually their preferred method as it removes the manual processing on their side as well, i.e. printing, sorting, mailing etc. and they have discovered that this creates a better relationship with you, their customer. In addition they note that this process actually reduces errors on their side and your side, from pricing mistakes to keying errors. The bonus for them is that automating the invoices this way actually helps them get paid quicker.

None. Virtually all supplier based systems allow for the creation of a PDF invoice in addition to the traditional way of printing invoices. The supplier simply directs their system to email your PDF invoice to the email address we provide.

Nothing. To ensure your suppliers are supportive of automating the process for you, we remove any barrier for them to assist and do not charge them. The added bonus is that they find they have less calls from their customers and get paid quicker.

Immediately. You will usually see the majority of your suppliers begin to send on their next invoice run.

You have 2 ways to import your suppliers into AccountsFlow. For importing several suppliers, we have created a simple, bulk upload process via a CSV file with instructions. Additionally, you can enter single supplier information into the AccountsFlow program.