Invoice Automation for Coupa

Invoice-Matching automates PDF invoices through to Coupa with no touch by Accounts Payable. Any exceptions are routed on your existing Coupa workflows or sent to Coupa in Draft for AP to review. Try it with your data on a free POV (Proof of Value).

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Automated Invoice Processing for Coupa

Our objective for Invoice Automation is to deliver matched invoices to Coupa with no intervention by Accounts Payable. The higher the automation rate, the lower the number of exceptions there are to manage. This results in paying more suppliers on time, fewer queries to manage and Accounts Payable can focus on value-add.

Our Managed Service automates the extraction of header, line-item and tax information from PDF invoices using AI/ML. Our Service Centre checks the data has been extracted correctly by the AI, making any corrections on your behalf before the data is submitted to the Invoice-Matching app within 24 hours. Invoice-Matching is connected to Coupa in real-time via the API to perform line-item matching for PO-backed invoices, automated coding for non-PO invoices and rejections based on rules. All invoices are transferred to Coupa where they will either be approved and waiting for payment if everything is correct or routed to the Requesters using your existing Coupa workflows. The only documents you have to touch in Accounts Payable are the exceptions AP need to review, so we send them to Coupa in Draft so the AP team can resolve them in the Coupa UI.

How it works

Invoice Receipt

We can either connect Invoice-Matching to your Coupa Inbox or you can redirect any other mailbox to ingest the PDF invoices into our platform. Invoice-Matching can also ingest invoices from your existing einvoicing network or OCR/AI/ML capture providers if you want to use our platform for the Coupa integration only. Our Managed Service takes care of the data extraction, validation and delivery of the invoice data/image to the Invoice-Matching app within 24 hours and this is a 100% touchless process on your side. We also manage communication with suppliers to ensure they submit compliant invoices, which saves your Accounts Payable team a lot of time and hassle dealing with supplier submission issues.

Matching & Transfer to Coupa

Invoice-Matching performs real-time line-item matching for PO-backed invoices and automated coding of non-PO-backed invoices. Invoice-Matching can also reject invoices based on rules e.g. Duplicate invoices, non-compliant invoices etc... For any exceptions, Invoice-Matching allocates a Root Cause error description and each Root Cause has an automated action to drive subsequent processing. For example, for PO-backed exceptions like missing receipts, the action is to send it on the Pending Receipts workflow in Coupa automatically or if it's a non-PO invoice that's been automatically coded then the action is to send it on your Approval workflow in Coupa.

Continuous Improvement

Analysis of the reporting data post Go Live enables us to work with clients to identify opportunities to increase automation rates. The quick wins are those that require no change from vendors or business users. We also provide advice to clients on where they could optimise other areas of the Procure to Pay process to further streamline the process. All customers who participate in continuous improvement achieve significant increases in efficiency and we welcome the opportunity to introduce you to reference customers. We have live customers where 93% of their invoices are 100% touchless, even when they have high volumes of non-PO invoices, so it can be done and we have the references to prove it.

Automating the receipt, matching and delivery of supplier invoices to Coupa means Accounts Payable only have the exceptions to manage.

Invoice-Matching is a Connect & Go Service and we strive to deliver the highest automation rates possible, but we see Go Live as only the start of the journey. We work with customers on a continuous improvement basis to increase their automation rates based on analysis of real data post Go Live. Our 20+ years of practical experience and know-how around invoice automation are built into Invoice-Matching as standard and we continually improve our offering based on input from our customers as part of post Go Live continuous improvement.

Software on its own does not deliver Automated Invoice Processing; it’s about working with a partner, who has the experience and long-term commitment to ensure your invoice automation expectations in the business case are achieved. We encourage prospective customers to take advantage of our free POV (Proof of Value) where we will connect Invoice-Matching to your Coupa test environment, build the system to meet your business rules and let you test as many scenarios as you like. There is no charge for the POV and it's our best sales tool because once you see the automation rates that can be achieved then you will be ready to sign up as a customer!

AP Automation is a journey and we are here to give you all the support you need to make your project a success. We also welcome the opportunity to do live demos so you can see the end-to-end process on live systems. We are also happy to arrange customer references to hear first-hand of their experience working with us.