Invoice Receipt | Electronic Invoice Supplier Portal
Current Reality – Receiving Electronic Invoices
Paper invoices introduce important overheads inherent in the management of documents from the point of view of both the client and the provider, limiting the optimization capacity in the reduction of process cycles.
How to receive electronic invoices? How to digitize invoices and documents? How to organize supplier invoices?
Our proposal – Invoice Reception Portal
easyap provides its customers with the easyei supplier invoice reception portal, where all invoices are received in a centralized mailbox, regardless of their format: electronic invoice, e-invoice, PDF, EDI, paper, etc.
The idea is that all invoices received can be viewed in one place, regardless of the format in which the supplier has sent them. Paper/PDF invoices will undergo a scanning and OCR process, and will be transferred to the centralized mailbox once they have been digitized.
Suppliers can send invoices in various formats to a centralized point: PDF, e-invoice, EDI, Facturae, etc. This means that regardless of the origin and format, the supplier accounting department will have all invoices (with images and data) in one place for processing.
The use of multiple interconnection channels facilitates connection to the centralized "mailbox" for invoices, email, FTP, value-added networks such as Peppol... makes the customer independent of different billing protocols and formats. Manual invoice uploading, either via web invoicing or from structured files, is also part of the functional scope of the supplier portal.
From this common point, you can link, if desired, to processing workflows depending on the type of invoice: with or without an order,invoices pending approval to streamline tasks such as confirmation, approval, coding, incident resolution, etc.
Benefits – easyei invoice reception provider portal
- Immediate visibility of invoices, now that they cannot be lost between different departments
- Transformation of fixed costs into variable costs
- Increase in productivity of the parties involved in the process, leading to a reduction in cost for client and provider
- Electronic register of all actions in the process, improving internal control
- Reduction in time dedicated by client to invoice approval and the resolution of exceptions.
- Improvement in the Client\provider relationship
- Automatic recording of invoices
- Real cost provisioning
- Improves Treasury planning
How does easyei work when receiving invoices?
Process
easyei is a portal provided by the electronic invoicing web provider that allows you to have a single point of entry for all invoices received from suppliers, regardless of their format, and transfer them to the accounting system. It works with images and data, there is no paper or unreadable electronic formats.
1. Delivery Address:
Paper invoices can be collected by mail bag or in a centralized PO box looked after by easyap.
easyap will assign you a centralized address MI_Empresa@factura.es or MY_Company@invoic.es for your invoices in pdf, xml, e-invoice, EDI, etc. If the customer has a centralized mailbox, no changes are required.
2. Sending of Invoices:
The providers send their invoices, on paper or in electronic format(pdf, xml, EDI,...) to the assigned addresses. Possibility to personalize formats by provider
If desired, your suppliers can create their invoices directly on the web portal or upload them via structured files in standard format.
For paper invoices , a scanningfeature is directly integrated into the portal. Paper/PDF invoices use OCR procedures integrated into the portal, certified scanning, and electronic signatures to generate electronic invoices that are fully legally valid.
3. Invoice Receipt:
The invoices are received, no matter what format, in the easyei electronic invoing portal from easyap.
4. Electronic Signature:
The invoices are electronically signed to guarantee their legal validity
5. Acceptance of Invoices:
Once accepted, invoices are downloaded and/or sent to your accounting system in the agreed format.
Workflow:
The incorporation of reconciliation and approval workflows is also within the scope of easyap's services.
For more information, click here.
6. Electronic custody and status information:
The invoices stored in the easyei portal will be available for later consultation for the agreed time period
Feedback on invoice statuses as payment information is part of the basic information to be shown to the supplier.
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Mutual benefit: provider satisfied and resources freed.
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