Why would you want to streamline your accounts payable process?

Automating your accounts payable process eliminates laborious searching, investigation, and review processes, which gives you the ability to process invoices faster, free up time for your staff, and eliminate paper costs. Each day that you process invoices manually, your company is paying more than it should for it.
What does an automated accounts payable solution look like?
Standard Process
  1. An employee at location 1 receives an invoice
  2. Scans the invoice as a PDF
  3. Emails the document to finance
  4. Finance prints out the invoice
  5. Manually fills out the rest of the information
  6. Re-scans the invoice as a PDF
  7. Enters the transactions into the accounting system
  8. Sends payment to the appropriate vendor
  9. Saves a version for record-keeping
Optimized by PICWA
  1. Customer sends an invoice to centralised email address
  2. Invoice is automatically scanned, key data extracted and matched to purchase orders and goods receipts
  3. Automatic approval on correct matching, otherwise automatically routed to correct person for approval

The Result…

  • 70% + "touchless" processing
  • Automated data keying, approval, and distribution
  • Save up to two-thirds of your current invoicing process costs
How to implement an automated accounts payable system?
Phase 1: Discovery
In this phase of our process, we determine all the stakeholders of your accounts payable process and then interview them, we listen carefully and ask questions (a lot of questions). This is so we can understand your business and grasp a holistic understanding of the challenges your facing. By the end of this process, we are in deep. We will have a clear definition of your business, the opportunities for automation within your claims process, and how to synergistically run a successful project.

The key objectives from the discovery phase is to:

  • Identify your current business structure and claims process.
  • Identify how specific problems could be solved through the use of claims automation solution.
  • Discuss your expectations from a claims automation solution.
Phase 2: Solution Assessment Workshop
This is where we get creative and strategic about how we will be using a accounts payable solution to solve the problems and repetitive tasks that were identified in the discovery stage. The deliverables of this phase consist of research, analysis, prototyping and documenting an action plan.

What to expect in the 90 minute workshop:

  • Drill-down into your accounts payable process by understanding the entire flow from start to finish.
  • Identify all the systems you use today to fulfill your accounts payable process.
  • Understand all the edges cases handled by your finance team today and how you've done it.
  • Determine the combination of Robots, Artificial Intelligence, API integrations, and custom application development for the accounts payable process solution. It might be all of these or it might be some of these, it entirely depends on the processes and repetitive tasks that are needed to be automated. Once the technologies that will be used for the accounts payable process solution is determined, we then determine how each technology will be used synergistically for the solution.
This should give us enough insight into how we can streamline your current accounts payable process through an automated accounts payable solution. Our goal is to create a solution that integrates into your workflow seamlessly and doesn't create resistance between your other processes.

What to expect in the project plan rundown:

  • Review the actual cost for building the solution.
  • Review the projected timeline.
  • Clearly outline the solution architecture with all technologies and integrations involved.
  • Explain risks and risk mitigation plans.
Phase 3: System Development
Using the project plan made in Phase 2, we develop the automated accounts payable solution in Phase 3. We’ll release the system out in milestones, so you’ll be able to use it within a matter of weeks, instead of months.
  1. Assign tickets to a 2-week long Sprint, based on upcoming milestones.
  2. Begin, execute, test and deliver tickets in the sprint.
  1. Report on progress and perform retrospectives to improve future sprints.
Repeat step 1, 2 and 3 until all tickets and milestones from the project plan that was created in the solutions assessment are completed.
Phase 4: Support & Continuous Improvement
All smart automation systems need maintaining, tweaking and improving beyond the initial launch.
Based on your organisation goals and analysing real usage of your smart automation system, we then plan the development of future iterations and incremental rollouts of new builds.
What else to expect from an automated accounts payable solution?
Capture and store text directly from documents
Processes invoices at a much faster rate and never worry about backlogs.
Drastically reducing the amount of time it takes your company to process invoices from suppliers and also heavily reduce the reliance on your staff.
Repurpose your staff to focus on higher-value tasks.
Increase supplier satisfaction and competitive edge by providing an ability to provide faster payments
Create reports for measurable insights into your processes
What Our Clients Say

AJ and his team are hands down the best and most gifted programmers I have ever had the pleasure of working with. Like all engineering processes, there are always roadblocks and obstacles that obfuscate the outcome of the project. AJ …

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Spencer Kelleher

CEO | TerriTool

AJ and the Team from PICWA are always a pleasure to work with. Professional in their approach, pragmatic problem solvers and always communicate well with deadlines and deliverables

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Adam Griffin

CEO | ChargeBar

The SMART SCHOOLS mobile app built by PICWA has met our expectations and more. The built in features are exactly what we required to send and receive important information instantly to parents and the wider community on multiple mobile platforms. …

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Alex Wallace

Digital Lead | Kamo High School