Reduce Costs & Labor Hours

Reduce Costs & Labor Hours

Eliminating the costs of data entry, physically finding approvers, and lost invoices can reduce the cost of processing an invoice by over 70%.

Audits & Compliance

Audits & Compliance

Remaining compliant and handling audits is simple when you have every approval stamped with the time and date.

Perfect Traceability

Perfect Traceability

With every transaction recorded, you'll never lose an invoice again.

Never Enter Invoices

Never Enter Invoices

After we receive and enter your invoices into DocMan, we send an import file to your accounting system so they are automatically entered there too.

Eliminate Paper

Eliminate Paper

Paper is costly and easily lost. Receive, assign, approve, and store all invoices and other files electronically.

Email Alerts

Email Alerts

Sending your approvers email alerts for every invoice that they need to approve is much easier than tracking them down in the office.

Vendor Invoice Approval

Features
1/1

2010 - present

2010 - present

 
How it Works

VIA-Plus!

Comprehensive Invoice Management

Missing early payment discounts, paying late fees, and taking a hit on your credit rating because of overdue bills is crazy. But having multiple branches or departments that need to approve invoices before your accounting department can pay them can be stressful. Automating your approval process will eliminate these problems.

 

VIA – Plus! will streamline your AP process, free up valuable time for your AP Department, and organize all of your AP financial data in one convenient place.

 

We focus specifically on taking the AP process off your AP department’s desk and put it on ours by collecting and entering all of your invoices for you. This means your AP department never has to touch an invoice again! Invoices can be sent to us either through physical mail, or via email. Of course, there is also an option to scan them in at your office and send them to us.

 

Once we’ve entered them, your invoices are immediately available online for approval by your managers. Then you’ll receive a file for direct import into your accounting software, totally eliminating any manual entry.

 

Bottom line, we streamline your routine by getting the work off the desk of your AP staff. It's all done right, so there is no time wasted correcting data entry errors. We're constantly monitoring your workflow to assure that nothing falls through the cracks. Our alert system will notify you if any items are being neglected for too long. You don’t miss due dates or get calls from your vendors looking for their checks, because you will always have the documents moving smoothly through the system. Isn't it time you started focusing on increasing sales and stopped worrying about paying invoices?

We receive invoices from your vendors and your invoices are automatically electronically filed into Digital DocMan.

Your approvers receive email alerts notifying them that they have new invoices to approve.

Approvers can immediately approve (or reject) invoices.

Accounts Payable is able to easily generate a report of invoices that are ready to be paid.

We send you a file to be imported into your accounting system.

Invoices are moved out of the AP process and archived for reference.

Vendor Invoice Approval (Standard VIA)

With VIA, you continue to receive your vendor invoices, which are scanned upon receipt and assigned to a specific staff member for approval.  This process totally eliminates the need to manually pass around invoices from desk to desk.
 
Invoices can be scanned and uploaded, or emailed to your account. Once uploaded, they are instantly available to staff and management.
 
Vendors can also be given access rights to electronically submit their invoices, thus completely eliminating the need for your staff to handle hard copies.
 
Management is able to review all open and paid invoices. Searching and sorting will work on any field. The documents will be moved through the approval and payment process electronically, therefore there is no “lag time” passing the hard copy paper from desk to desk.  There is also no chance for missing or lost invoices. Each change in status is tracked and date/time stamped.
 
Approvers can select their specific jobs or projects with any open invoices. They can quickly view the invoice on the screen to approve or reject the payment.
 
Any problems with invoices can also be addressed on the screen with notes to the accounting department.  Once items are approved, accounting can easily generate a list and report of all invoices ready to be paid.

You receive invoices from your vendors.

Invoices are then entered into DDM and assigned to the appropriate approver.

Approvers are immediately able to view their invoices. Email notifications alert approvers of new and/or open invoices.

Approvers are able to approve (or reject) invoices from anywhere.

Accounts Payable is able to easily generate a report of invoices that are ready to be paid.

Invoices are moved out of the AP process and archived for reference.

*Note: The process described above is to illustrate only one option with Digital DocMan. The flexibility and range of the DDM products and services allow almost an endless set of configuration possibilities. Your needs may or may not match the examples above, however most likely your online document delivery requirements can be met.